NYS Comptroller Seal  

Bureau of State Payroll Services

Date: April 2, 2001

 Bulletin No. 247  


Subject Schedule for Agency Payroll Submission and Availability of Reports and Files
Purpose To provide agencies with the schedule for payroll submission and the availability of dates for payroll reports and files
Effective Dates  Administration payroll period 1 lag/2 current,    checks dated April 25, 2001
 Institution payroll period 1 lag/2 current, checks dated May 3, 2001
Specifics

Attached is the Schedule for Agency Payroll Submission and Report and File Availability.

For agencies paid on a lag basis, the submission deadline is generally the last day of the payroll period (Wednesday).  For agencies paid on a current basis, the submission deadline is generally the last day (Wednesday) of the previous payroll period.

Due to holidays and special processing (e.g. raise processing), earlier submission deadlines are necessary to ensure that paychecks are issued timely.  To assist agencies in identifying the earlier deadlines, the dates have been bolded on the schedule.

NOTE:  Dates stated may be subject to change due to unanticipated payroll processing requirements.

Time Entry Transactions:
Online Time Entry earnings may be entered only during the time frames listed on the schedule.  Agencies submitting Miscellaneous Payment Files may enter corrections for rejected file transactions on the work day following the availability of the Reveal Report, NPAY502 Rejected Time Entry Transactions.

Miscellaneous File Transactions and Data Capture File:

Inbound Files must be submitted by the established deadlines to ensure timely processing.  If an agency anticipates a delay or has technical issues that prevent an agency from meeting the established deadline, the agency representative must contact the Payroll Systems Reporting Team.
Agency Procedure:  Entering Transactions After the Deadline

After the agency deadline, the agency must not enter any data into the Position Data panel, Job Data panel, Additional Pay panel, Hire panel, Rehire panel, or Concurrent Hire panel, until the 2nd Friday after the agency deadline, unless the effective date of the action(s) is within, or subsequent to, the following pay period.

Example: The deadline for entering transactions for Administration payroll period 1 lag/2 current is close of business (6:00 p.m.) on Tuesday, April 10, 2001.  After this date, the agency may not enter an action into the above panels, unless the effective date of the action(s) is within, or subsequent to, payroll period 2 lag/3 current.  The agency may commence entering actions that have an effective date in, or prior to, payroll period 1 lag/2 current on Friday, April 20, 2001.

Requesting “Additional” Transactions:  OSC recognizes that occasionally there may be an extraordinary circumstance that prevents an agency from meeting the established deadline.

If after the submission deadline, an agency determines that there is an urgent transaction that was not entered, the agency may request that OSC accept an “additional” transaction.

Request for additional transaction may be directed to the Payroll Audit mailbox or, if the additional action requires salary determination, questions may be directed to the Salary Determination mailbox.

Exception: The agency must contact the auditor when the salary related additional is for an employee who works:

In the City University of New York
In the unclassified service of the State University of New York
In a Legislative agency
In the Department of Parks and Recreation as an hourly
In OMRDD in one of the 51XX9 agencies
In the Industrial Exhibit Authority

Questions

Questions regarding the schedule for agency payroll submission may be directed to the Payroll Audit mailbox.

Questions regarding report and file availability may be directed to the Payroll Deductions mailbox.

Attachment A-Schedule for Agency Payroll Submission and Availability of Reports and Files