This bulletin provides agencies important information on OSC
procedures for data capture and transfers from a SUNY campus.
The procedures identified below are intended to help OSC
better manage the large volume of data capture transactions and to clarify PaySR and
agency responsibilities in dealing with problem transactions. Questions on this
information should be directed to Josephine Irving, 402-4190.
- Agencies must enter all the following information online
beginning with payrolls for Institution checks dated 4/8/99 and Administration
checks dated 4/14/99:
tax information and Mail Drop IDs
Personal Data 1 and 2 (address, phone, marital status, Full-Time Student or New York
- Hires/Rehires/Concurrent Hires - In circumstances
when an agency uses an Action of Hire when, because of the employees current or
previous State employment, Rehire or Concurrent Hire would be correct:
For Inactive employees, PaySR will take responsibility for determining and entering
the correct Action Code.
For Active employees, PaySR will fax the transaction to the agency payroll office
to request information to clarify if this is a transfer or a concurrent hire.
- Position Number - It is the Agencys
responsibility to ensure that a valid position exists in PaySR prior to hiring an
employee into that position and that all position attributes are accurate. Problems that
have occurred include:
Non-existing position numbers
Position Numbers with a Pay Basis Code of "ZZZ" (invalid)
Incorrect Pay Basis Code or Earnings Program ID
Each day, PaySR will fax a copy of the data capture transaction print out to the agency
payroll office for any problems identified. PaySR will not enter the transactions. If
there is time, agencies may enter the transactions online.
- SUNY campuses using their Human Resource Management
System have chosen to terminate and then rehire employees who are transferring to other
campuses/agencies. Other agencies should be aware of this in case an employee transfers
in from a SUNY campus. The following procedures should be followed:
The terminating campus will zero-out any Additional Payments with an
effective date of the first day off payroll at that campus.
The hiring campus/agency will need to use the Action Rehire, and start any
appropriate Additional Payments.
The hiring campus/agency will also need to review all deductions on the
General Deductions panel and cancel those that are not appropriate and begin those newly
required, paying special attention to union dues and agency shop.