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Date: April 2, 2012

Bulletin Number: 1154

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Subject

Information regarding PayServ Employee File Interface to Statewide Financial System (SFS) Travel & Expense Module

Purpose

To inform agency payroll officers of the usage of PayServ data in the SFS Travel and Expense Module

Affected Employees

Agency Travelers

Effective Date(s)

April 1, 2012

Background

New York State employee travel and expense reimbursements will be processed using the SFS travel and expense module. PayServ will be sending an employee interface file to SFS on a weekly basis.  The file contains basic employee data such as name, agency, NYSEmplid, address, and direct deposit information if any exists in PayServ.

The travel reimbursements will either be in the form of a direct deposit or a check based on how the employee is currently paid through PayServ.  If direct deposit information does NOT exist in PayServ, the employee will receive their travel reimbursement in the form of a check.  If direct deposit information exists in PayServ, only the bank account type that is designated as ‘Balance’ will be submitted to SFS on the file even though the employee may have multiple direct deposit accounts established in PayServ.

Agency Actions

Agency Payroll Officers may be asked to change direct deposit accounts in PayServ to accommodate how a traveler wishes to receive travel and expense reimbursement.

Quick Facts About Travel & Expense Module
  • No travel and expense reimbursements will be processed through PayServ.
  • Only authorized individuals have access to make changes to employee records in PayServ.
  • If an agency is using the SFS travel and expense module at go-live (i.e., direct entry), travelers (or their proxy) may elect to have their travel check sent to an  address other than the address  specified in PayServ by updating their record in the SFS travel and expense module.  Address changes in the SFS travel and expense module will not be reflected in PayServ, and will have no effect on the delivery of paychecks or W-2’s.
  • If an agency is not using the SFS travel and expense module at go-live, employee travel and expense reimbursements will be processed in SFS via bulk load file transfer.
  • SFS will be using a unique employee identifier called the NYS Emplid and not an employee’s social security number. The NYS Emplid can be found on the employee payroll advice.
  • Travelers will not be notified by SFS when a direct deposit is posted to their bank account.
  • Individual banking institutions determine how direct deposit information is displayed on employees’ bank statements.

Questions

For questions on modifying data in PayServ please contact payrolldeduction@osc.state.ny.us .

For questions on using the SFS travel and expense module please contact the SFS Help Desk at helpdesk@sfs.ny.gov .