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Date: January 24, 2012

Bulletin Number: 1130

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Subject

Payroll Processing During SFS Full Dress Rehearsal

Purpose and General Information

The purpose of this bulletin is to describe the process of testing the payroll accounting interfaces as part of the first Full Dress Rehearsal (FDR1) being conducted by Statewide Financial System (SFS).  The FDR1 takes place from January 13, 2012 through January 27, 2012.

Payroll representatives not directly involved with SFS should refer this bulletin to your SFS agency coordinator.

Background

In preparation for the conversion to the Statewide Financial System, OSC and SFS are working together to test the transmission and processing of all files necessary to complete both an Institution and an Administration payroll cycle. 
This test is being conducted in SFS’s production environment and is one component of a comprehensive test of the conversion from the Central Accounting System (CAS) to the Statewide Financial System (SFS). 

Payroll data from the actual payrolls processed on January 4, 2012 (Administration) and January 12, 2012 (Institution) will be used for this test. 

About the Payroll and Accounting Interfaces

The exchange of information between PayServ and SFS begins with SFS providing PayServ with a weekly file of all CAS Cost Centers that are acceptable for use in SFS.  These are Cost Centers that have been active and properly mapped in SFS, have valid chart field values, and have personal service segregation established (including zero segregations).

These values will be concatenated with appropriate personal service SFS Account Codes and loaded into the PayServ Account Code Table each week.   These values will replace all existing values in that table each week. To ensure that the payroll charge transaction will be accepted by SFS, all Position Pools in PayServ must be assigned to one of these PayServ Account Codes created based on the file provided by SFS.

At the end of each payroll cycle, PayServ will create a Payroll Earnings Charge file for submission to SFS.  The file contains an accounting charge line for each Position Pool and SFS account code combination using the PayServ Account Code value assigned to that pool.  Once SFS is implemented, any Position Pool (even just one) using a PayServ Account Code not provided to PayServ from SFS will cause the PayServ Earnings Charge interface to fail.

OSC and SFS Actions

To date not all agencies have completed their Cost Center Mappings or finalized their chart field assignments in SFS.  As a result many Position Pools in PayServ contain PayServ Account Code values that cannot be properly transmitted to SFS.  In order for the Payroll Earnings Charge file to be accepted by SFS, OSC must make modifications to the information in that file.  OSC will change the PayServ Account Code value (in the PayServ test environment only) for any Position Pool where the Cost Center contained in the PayServ Account Code has not yet been established in SFS at the time of the FDR1. OSC has created one default PayServ Account code for each SFS Business Unit with the short description of OSCCHG. This PayServ Account Code uses an existing Cost Center that is valid in SFS.   A list of the default PayServ Account Code Values is in Attachment B

After these actions are taken, all Position Pools will function properly in SFS and the earnings charges will transmit to SFS successfully.   However, while the PayServ Account Code will be valid in SFS, it may not charge the same Cost Center as the original payroll.  OSC will create a test version of the payroll charge register, labeled TEST712X – Test Payroll Charge Register and make it available in Control D that represents the earnings charges submitted to SFS for the FDR1.

The results of FDR1 will be available in SFS or on the agencies M161 file during the agency soft go live period of the FDR1.  An announcement will be made on the PayServ Bulletin Board when the information becomes available.

Agency Actions

Agency Testing of Payroll Processing

After successful processing of the Payroll files, Agencies can compare the PayServ information in the TEST712X - Test Payroll Charge Register to information in SFS. 

Bulk load Agencies can review the M161 file or load the M161 files to their own systems as they would in production. 

The M161 will display a Transaction Code of ‘JEL’, a Batch Number prefixed with ‘PAY’ (Positions 33-38), a Document Number prefixed with ‘PAY’ (Positions 743-752), Originating Agency of ‘02590’ (Positions 28-32), Document Type of ‘B’, Originating BU of the Agency receiving the extract (Position 140-144), and a Positive Amount in the Transaction Amount field (Positions 420-434).  The document status will display as ‘P’ (Posted).  The M161 will also display a 399 line with a Document Type of ‘B’, Disbursement Source of ‘JEL’, and Batch Type of ‘PAY’ on the check date of the payroll period.  The 12 digit Cost Center (Positions 5-16) will identify the Cost Center charged by Payroll.

On line agencies can review the NYAP0525 – Payroll Disbursement by BU, Fund.

Expected Test Results

Agencies should expect to see all transactions listed on the TEST712X – Test Payroll Charge Register posted correctly in SFS.  If a transaction was charged to the default cost center rather than the cost center the agency originally used for that pay cycle that should not be considered a testing error.  Any differences between the TEST712X – Test Payroll Charge Register and results in SFS should be reported to the SFS Help Desk.

Questions

Questions should be directed to the SFS Help Desk at HelpDesk@sfs.ny.gov.  Questions regarding this bulletin may be directed to payrollsystemquestions@osc.state.ny.us.