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Date: October 1, 2012

Bulletin Number: 1190

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Subject

Changes to PayServ in preparation for SSN Decoupling Conversion.

Purpose

To explain changes made in PayServ prior to the conversion of SSN as EMPLID to the NYS EMPLID as EMPLID. 

Affected Employees

Users of the New York State Payroll System.

Effective Date(s)

The changes described in this Bulletin will be available in PayServ on October 5, 2012.  Implementation of the NYS EMPLID as EMPLID in PayServ is scheduled for November 9 – 12, 2012.

Background

In order to assist users in accessing employee records in PayServ, SSN has been added as a search field for the following pages:

  1. Employee Info History Summary: Requires entry of full SSN when employee has an SSN; otherwise, EMPLID can be used.
  2. Statewide Job Summary: Requires entry of full SSN when employee has an SSN; otherwise, EMPLID can be used.
  3. Employee Tax Data: In addition to the current search options, full or partial SSN can be entered; users will see only the records to which security access has been granted.
  4. Employee Tax Distribution: In addition to the current search options, full or partial SSN can be entered; users will see only the records to which security access has been granted.
  5. Time Entry (Agency): In addition to the current search options, the last 4 digits of the SSN has been added as a search field for reviewing existing records and for adding new time entries.  Users are still required to provide Department ID.  Users will see only the records to which security access has been granted.

Additionally, a new Employee History Inquiry page has been added to Workforce Administration > Review Job Information.  This page allows agency users to search by EMPLID (NYS EMPLID) and name to review employee history information for their employees.

OSC Actions

Job aids and supplemental communications are being prepared to assist agencies with the transition to the unique ID number, NYS EMPLID.  OSC will implement this change on October 5, 2012.

Agency Actions

Agencies can begin using the new SSN search field immediately on the following PayServ pages:

Agency users should test the SSN search capability on the new Employee History Inquiry page and familiarize themselves with the new functionality.  Detailed information is linked above.

Questions Questions regarding this bulletin should be directed to the Payroll Systems mailbox (payrollsystemquestions@osc.state.ny.us).