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Date: March 16, 2011

Bulletin Number: 1059

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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(s)

Fiscal Year 2011-2012.

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 2011-2012 Schedule for Agency Payroll Submission and Report and File Availability.

Note: Agencies will be notified of any changes to the cutoff dates via the PayServ Bulletin Board if they occur.

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.

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 Payroll Earnings for approval prior to entering the transaction.

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 for People with Developmental Disabilities (one of the 51XX9 agencies)
  • Industrial Exhibit Authority
  • Division of Military and Naval Affairs (01071and 01072)

Notes:

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.1003 for further instructions.

If an agency anticipates a delay or has technical issues that prevent the agency from meeting the established deadline for on-line deductions, taxes or direct deposit, the agency representative must send an email to the Payroll Deductions mailbox to report the problem.

Questions

Questions about the Schedule for Agency Payroll Submission should be emailed to the Payroll Earnings mailbox.

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