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Date: March 4, 2009
Bulletin Number: 883
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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.

Affected Employees
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

Fiscal Year 2009-2010.

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. In order to accommodate the PayServ upgrade that is scheduled for June 2009, the submission deadlines have been changed.  To assist agencies in identifying the earlier deadlines, the dates have been bolded on the 2009-2010 Schedule for Agency Payroll Submission and Report and File Availability.

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.

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.

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.

If an agency determines after the submission deadline that there is an urgent transaction that was not entered, the agency must contact their Payroll Auditor for approval prior to entering the transaction.

If the “additional” transaction requires salary determination, the agency should call 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)
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.

Questions regarding Control-D reports or file availability should be emailed to the Payroll Deductions mailbox.