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Date: October 31, 2012

Bulletin Number: 1196

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Subject

Schedule for Submitting 2012 Returned Checks

Purpose

To notify agencies of the 2012 processing schedule for AC-230s (Report of Check Returned for Refund or Exchange)

Affected Employees

To maintain the efficiency of AC-230 processing, agencies must submit AC-230s to OSC in accordance with the processing schedule outlined in this bulletin.

Effective Date(s)

Paychecks issued prior to November 1, 2012 are due immediately.

Pay Checks Issued On
Must be Received By OSC
No Later Than
November 1, 2012
November 7, 2012
November 16, 2012
   
November 15, 2012
November 21, 2012
November 30, 2012
   
November 29, 2012
December 5, 2012
December 14, 2012
   
December 13, 2012
December 19, 2012
December 28, 2012
   
December 27, 2012
January 4, 2013

Processing Rules for Returning Checks

According to the instructions for AC-230 processing, agencies are reminded that payroll checks should not be returned to OSC if either of the following situations apply:

  • The employee is still actively employed by any State agency.
  • The employee is due any regular and/or lump sum payments that are equal to or exceed the amount to be returned.

Agencies must e-mail the Payroll Deduction mailbox to obtain prior approval to submit an AC-230 for a situation that warrants making an exception to the above.

Agency Actions

Agencies must be diligent in their efforts to submit AC-230s timely.  The NPAY539 (Non-Negotiated Payroll Checks) Control-D report, as described in Payroll Bulletin 908 (Non-Negotiated and/or Undeliverable New York State Payroll Checks) was created as a tool for agencies to identify outstanding checks and take appropriate action.

Questions

Questions regarding this bulletin should be directed to the Payroll Deduction mailbox.