This bulletin provides agencies with an overview of the process and
schedule for producing payroll at OSC.
Since the final conversion of all agencies to PaySR in
November, OSC staff has continued to refine the payroll schedule and process in order to
produce on-time paychecks and direct deposit advices. Adjusting to many of the new and
complex steps in this process has resulted in some changes in the schedule over the last
two months. The cooperation of agency payroll staff during this period has been much
Questions on this Bulletin should be addressed to (518)
PaySR PAYROLL PROCESS
Data Capture - the process in which some agencies
that maintain their own automated human resource management systems send electronic files
of payroll appointment and removal type transactions for entry into PaySR by OSC.
Time Entry - the PaySR panel in which overtime,
overtime meals and other miscellaneous payments are entered.
Miscellaneous Payment File - the batch interface
file sent by some agencies for overtime, overtime meals and other miscellaneous payment
Online Cutoff - the deadline for agency online
entry of transactions in PaySR for the given payroll period.
Pay Calc - the payroll process that performs
calculations of employee paychecks.
Pay Confirm - the process that finalizes payroll
and updates employee balances.
Schedule Summary - see attached
3 weeks before pay date - agency data capture files
due; agencies may send one or more data capture files in the pay period by the deadline.
2 weeks before pay date - data entry is complete, audit
1 week before pay date - audit ends, pay calc and pay
confirm processes run, checks printed.
Data capture files are due 6 p.m. Wednesday, 3 weeks
prior to pay date. PaySR staff begins to enter transaction on Thursday and continues
through Wednesday. PaySR will enter Hires, Rehires, and Concurrent Hires first, in order
to provide agencies with the greatest opportunity for completing other related
transactions, such as taxes or miscellaneous payments.
Online data entry complete 6 p.m. Wednesday, 2 weeks
prior to pay date.
Agencies enter data in Time Entry panel from
Thursday, 3 weeks prior to pay date, through Wednesday, 2 weeks prior to pay date (same
day as online cutoff).
Miscellaneous Payment files are due 6 p.m. Wednesday, 2
weeks prior to pay date.
Starts Thursday, 2 weeks prior to pay date, and
continues through Monday, 1 week prior to pay date.
When errors are identified by the auditors, they will
put all corrected information on correction sheets for agencies. Agencies will be
contacted only if the auditors require an explanation to clarify a transaction.
Auditors have been assigned, once again, to work with
specific agencies. This is expected to aid communication between OSC and agencies.
Tuesdays, 1 week before pay date. This is the
batch process that is run frequently to calculate payroll.
Pay data verification queries are run Tuesday and
Wednesday as part of this process. PaySR runs and reviews these queries to identify
potential errors and take appropriate action to correct those identified. This part of the
process took one day following the first and second conversions. It takes two days at full
volume, which has resulted in the earlier deadline for data entry and file submission.
Wednesday night, 1 week before pay date. The payroll is
finalized and employee balances updated. This process has occasionally run into Thursday,
sometimes due to delays in the previous steps. It must be completed Thursday so checks can
be run Thursday evening.
Checks and direct deposit stubs are printed and
Checks are delivered to Treasury for distribution to agencies
Direct deposit stubs are distributed to agencies
Direct deposit transactions are sent electronically to financial institutions.
Files are sent to the OSC accounting system,
vendors, unions, and agencies.
Agencies enter back-end splits the Friday through Monday before the pay date. Back-end
splits are used to distribute the salary for the current period across multiple cost
Reports are available to agencies the Monday before the pay date.
Attachments: Institution Pay Cycle
Administration Pay Cycle Calendar
Both Payroll Cycles Calendar