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Date: May 20, 2008
Bulletin Number: 819
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Subject

Procedures for Employee Address Changes in PayServ

Purpose

To inform agencies of procedures for adding or changing employee addresses.

Background
Employees may have three (3) address types in the payroll system.
  • The Home address type is required and must be entered at the time the employee is hired.  For most employees, this is the only address in PayServ and is printed on all documents that contain the employee’s address (e.g. paycheck, direct deposit advice and W-2).
  • The CHK (check) address type is optional and should be added for an employee who wants a different address (other than Home address) printed on their paycheck or direct deposit advice.
  • The Mail address type also is optional and should be added for an employee who wants a different address (other than Home address) printed on their annual W-2 statement.  The W-2 will be mailed to the most current Active Mail address.  (If the most current Mail address is Inactive, the W-2 will be mailed to the most current Home address.) The Mail address also will be used for W-2 corrections and Nonresident Alien Form 1042-S if applicable.
Additional
Information re:
Home Address

The Home address is used to determine the proper taxation requirement of the NYS Department of Taxation and Finance for New York State residents and nonresidents.  The Home address must be populated based on this residency requirement as outlined in Publication NYS-50, and per instructions on Form IT-2104.1.

A Post Office (PO) Box address should not be used as a Home address.  If applicable, it can be used as a CHK and/or Mail address.

Address Appearing on Paycheck or Direct Deposit Advice

The Distribution Mail Option radio button on the Payroll Data page determines which address will be shown on the paycheck or direct deposit advice regardless of what addresses are set up on the Personal Data page.  The Distribution Mail Option defaults to the Home address.

The Mail or CHK address will appear on the paycheck or direct deposit advice if “Mailing Address” or “Check Address” is selected as the Distribution Mail Option on the Payroll Data page.

Agency
Procedures
for
Changing
Home or
Adding
Mail
Addresses
Changing an employee’s Home address
  • Navigate to the Address History tab on the Personal Data component by following this path:  Home>Administer Workforce>Administer Workforce (GBL)> Use>Personal Data – Address History tab
  • Insert a new row at the Address History scroll area.
  • In the Address History section, enter the Effective Date of the address change.
  • Enter the address information in the appropriate fields.
  • Click the Save button.
Adding an employee’s Mail address
  • Navigate to the Address History tab on the Personal Data component by following this path:  Home>Administer Workforce>Administer Workforce (GBL)> Use>Personal Data – Address History tab
  • Insert a new row on the Address Type scroll area.
  • Select Mailing.
  • In the Address History section, enter the Effective Date of the address.
  • Enter the address information in the appropriate fields.
  • Click the Save button.
Agency
Procedures
for Adding
Check CHK)
Address

If the CHK address type is selected for an employee, the address that will appear on the paycheck or direct deposit advice is determined by the effective date.  The CHK address must be effective prior to the pay period end date in order for this address to appear on the paycheck or direct deposit advice.

If the employee has only one effective date for the CHK address and that effective date is after the pay period end date, the paycheck or direct deposit advice address will be blank.  If an employee has more than one effective date for the CHK address, the address that will appear on the paycheck or direct deposit advice is the address that is in effect as of the pay period end date.

Although an employee’s CHK address can be updated on Payroll Data or Personal Data, the preferred method is using Payroll Data.  However, if an address is updated on Personal Data, it also must be updated on Payroll Data.

The two (2) methods available to enter a CHK address are:

Method 1:  Entering an Address on Payroll Data
  • Navigate to the Payroll Data component by following this path: Home>Compensate Employees>Maintain Payroll Data (US)>Use>Payroll Data
  • Click the Check Address radio button.
  • Click the Update Check Address link.
  • Enter the Effective Data and the appropriate address fields.
  • Click the Save button.
The new address will be automatically displayed on the Address History tab on the Personal Data component.


Method 2: 
Entering an Address on Personal Data
  • Navigate to the Address History tab on the Personal Data component by following this path:   Home>Administer Workforce>Administer Workforce (GBL)> Use>Personal Data – Address History tab
  • Insert a new row on the Address Type scroll area.
  • Select Check.
  • In the Address History section, enter the Effective Date of the address.
  • Enter the address information in the appropriate fields.
  • Click the Save button.
It is then necessary to update Payroll Data:
  • Navigate to Payroll Data component by following this path: Home>Compensate Employees>Maintain Payroll Data (US)>Use>Payroll Data
  • Click the Check Address radio button.  The check address that was entered on Personal Data will be populated.
  • Click the Save button.
Agency
Procedures
for Inactivating
Addresses

Whenever any address is no longer a valid address for the employee, the agency must make the address Inactive. The Home address cannot be made Inactive.  A new effective dated row needs to be added with the new Home address.

Inactivating a Check or Mail Address
  • Navigate to the Address History tab on the Personal Data component by following this path:  Home>Administer Workforce>Administer Workforce (GBL)> Use>Personal Data – Address History tab
  • Insert a new row on the Address Type scroll area.
  • Select Address Type to be inactivated.
  • Enter the Effective Date.
  • Change the Status to Inactive.
  • Click the Save button.
The radio button on the Payroll Data page determines which address will be shown on the paycheck or direct deposit advice.  If the address that is made Inactive is the address that is selected on Payroll Data, the agency must change the Distribution Mail Option to the address type desired for the paycheck or direct deposit advice.  The option that is selected on Payroll Data must have a valid address on Personal Data; otherwise the error message, “A valid Address must be entered in Personal Data,” will appear.

To change the Distribution Mail Option on Payroll Data
  • Navigate to the Payroll Data component by following this path: Home>Compensate Employees>Maintain Payroll Data (US)>Use>Payroll Data
  • Click the new Address Option radio button.  The address that is on Personal Data will appear in the address box.
  • Click the Save button.
Questions

Questions regarding this bulletin may be directed to the Payroll Audit mailbox.