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Date:March 8, 2007
Bulletin Number: 706
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Subject

Schedule for Agency Payroll Submission and Availability of Reports and Files

Purpose

To provide agencies with the schedule for payroll submission and the dates for availability of payroll reports and files.

Background

Each fiscal year, OSC provides a schedule of cutoffs and pertinent payroll processing dates that the agencies must follow.  This bulletin provides agency entry deadlines for the following processes:

  • Automated Interface Submission
  • Online Transaction Entry
  • Miscellaneous Time Entry File Submission
  • Online Deduction, Tax and Direct Deposit Transaction Entry
  • Online Back End Split Entry

Effective Date(s)

Fiscal Year 2007-08.

Deadlines

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 of the previous payroll period (Wednesday).

Due to holidays and special 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 attached schedule.

Note: As contracts are implemented, the cutoff dates may change. Agencies will be notified of any changes via the PayServ Bulletin Board.

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 workday following the file submission deadline.

Automated Interface Files
Inbound files must be submitted by the established deadlines to ensure timely processing.

Due to holidays, there are two instances (12/26/07 and 1/2/08) in which the Automated Interface (AI) deadline has been changed to the same date as the online transaction entry cutoff.  There is one instance (11/13/07) where the online cutoff has been moved to an earlier date that is the same as the Automated Interface cutoff.  As the AI agencies are usually given one day to correct and enter Automated Interface errors online before the cutoff, it may be necessary for the agency to enter a transaction online after the online cutoff date.  In this case, it will be necessary for the agency to notify their Payroll Auditor of the entry to insure that the transaction is processed correctly.

NOTE: If an agency anticipates a delay or has technical issues that prevent the agency from meeting the established deadline, the agency representative must send an email to the Payroll Deductions mailbox to report the problem.

The Schedule for Agency Payroll Submission and Report and File Availability is attached.

Agency Procedure: Entering Transactions After the Deadline

After the agency deadline, the agency must not enter any data into the Position Data, Job Data, Job Request, Additional Pay, Hire, Rehire, or Concurrent Hire pages, 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.

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

After the submission deadline, if an agency determines that there is an urgent transaction that was not entered; the agency may request that OSC accept an “additional” transaction. The agency should contact their Payroll Auditor.

If the “additional” transaction requires salary determination, the agency should contact the Salary Determination Unit.

Exceptions: The following agencies must contact their
Payroll Auditor for  salary-related “additional” transactions:

  • State University of New York (Unclassified Service)
  • Department of Parks, Recreation and Historic Preservation (hourly)
  • Office of Mental Retardation and Developmental Disabilities (one of the 51XX9 agencies)
  • Industrial Exhibit Authority
  • Division of Military and Naval Affairs (01071and 01072)
  • City University of New York
  • Legislative Agencies
  • Unified Court System

Note: If an “additional” transaction is requested and approved, an additional AC 3202 (Payroll Certification Form) must be submitted to OSC. Refer to Payroll Bulletin No. 460 for further instructions.

Questions

Questions about the Schedule for Agency Payroll Submission should be directed to your Payroll Auditor.

Other questions regarding this bulletin may be directed to the Payroll Deductions mailbox.