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Date: June 13. 2013

Bulletin Number: 1253

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Subject

Updating PayServ Cost Centers for July Lapsing Events

Purpose

To inform agencies that Position Pools and/or Cost Centers in PayServ may require updates for lapsing

Affected Employees

All Agencies with appropriations due to lapse on July 1, 2013

Check Date(s)

Administration – 07/03/2013
Institution – 07/11/2013

Effective Date(s)

Administration and Institution pay cycles – Lapsing Date July 1, 2013

Background

Appropriations allocated to certain cost centers will be lapsing on the above dates and will no longer be available for payroll charges.

OSC Actions

OSC will provide a spreadsheet of all current position pools that are affected by lapsing on June 17, 2013.  A link will be posted on the PayServ Bulletin Board as well as the OSC website.

See attachment

Agency Actions

Agencies will have to ensure that any position pools that appear on the spreadsheet are updated with valid cost centers. If an agency does not believe that the cost center associated with the position pool is lapsing they will need to contact to their Appropriation Section Representative in OSC’s Bureau of Accounting Operations to have this information corrected in SFS.

Any changes to cost center mapping in SFS will need to be completed by June 21, 2013 so SFS can transmit the updated Cost Center/Account Code information to PayServ.

If the cost center is lapsing on 7/1/2013, agencies will need to insert a new row into the Position Pool Table in PayServ related to that cost center with a valid cost center effective the beginning of the pay period for the check dates listed above.  Examples of these dates are as follows:

Admin

7/3/2013

 

Inst

7/11/2013

 

 

 

 

 

Cycle

Beg Date

 

Cycle

Beg Date

 

 

 

 

 

Current

7/3/2013

 

Current

7/10/2013

Lag

6/19/2013

 

Lag

6/26/2013

X-Lag

6/12/2013

 

X-Lag

6/19/2013

These updates must be completed in PayServ by June 25th, for the Administration check dated 7/3/2013 and July 2nd for the Institution check dated 7/11/2013 to ensure that the Payroll files can be successfully processed in SFS.

Questions

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

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

Questions related to lapsing appropriations should be directed to the agency’s Appropriation Section Representative.