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Date: March 11, 2013

Bulletin Number: 1239

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Subject

Updates to Account Codes attached to Position Pools for SFS Fiscal Year End.

Purpose

To inform agencies of actions required to ensure that payroll earnings charges are properly transmitted to the Statewide Financial System (SFS) and posted to the General Ledger. Payroll representatives not directly involved with SFS should refer this bulletin to your SFS agency coordinator or Finance Officer.

Effective Date(s)

Impacted paychecks are April 1, 2013 for Division of Military and Naval Affairs, April 4, 2013 for Institution, and April 10, 2013 for Administration.

Critical Date(s) for Agency Action

  • Cost Center updates in SFS must be completed by March 15, 2013, prior to the start of the Fiscal Year End processing. 
  • Updates to Position Pools in PayServ must be completed by March 25, 2013.

Background

In order to process necessary Fiscal Year End activities, the Statewide Financial System (SFS) will be taken offline in early March, 2013.  As a result of this blackout period, agency and OSC actions are required.

OSC’s Payroll Processes and FYE Activities

OSC will begin Fiscal Year End activities on March 25th, 2013 for the paychecks dated April 1, 2013 (Military) and April 4, 2013 (Institution).  There is no planned disruption to the PayServ system availability during this time.  The Accounting Interface will be submitted to SFS on March 28, 2013.  Please refer to SFS for any information regarding when the payroll charges will appear in SFS.
                                                                                  
For agencies that utilize the NHRP521 (Agency Back-End Splits), the file will not be accepted between March 25, 2013 and April 8, 2013 for checks dated April 4, 2013 (Institution) and April 10, 2013 (Administration), due to the SFS Fiscal Year End blackout period.

Questions

Questions related to SFS should be directed to http://www.sfs.ny.gov.

Questions regarding this bulletin should be directed to the Payroll System Questions mailbox, payrollsystemquestions@osc.state.ny.us.