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Date: March 13, 2012 Amended

Bulletin Number: 1138

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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 Earnings 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 2012-2013

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 holiday 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 2012-2013 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.

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

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.

Agency
Procedure:
Entering Transactions
After the Deadline

Earnings:

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 urgenttransaction that was not entered, the agency must contact Payroll Earnings for approval prior to entering the transaction.

Notes:
If an “additional” transaction is requested and approved, an additional AC3202 (Payroll Certification Form) must be submitted to OSC. Refer to Payroll Bulletin No.1003  for further instructions.

General Deductions/Direct Deposit:

If an agency anticipates a delay or has technical issues that prevent the agency from meeting the established deadline of online deductions or direct deposit, the agency must send an email to the Payroll Deductions mailbox to report the problem.

Taxes:

If an agency anticipates a delay or has technical issues that prevent the agency from meeting the established deadline of taxes the agency must send an email to the Tax and Compliance mailbox to report the problem.

Questions

Questions regarding 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.

Questions regarding Taxes should be emailed to the Tax and Compliance mailbox.