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Date: June 14, 2013

Bulletin Number: 1254

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Subject

PayServ Upgrade

Purpose

To provide payroll system users with the following information to assist in the transition to the upgraded PayServ system:

  • Implementation schedule and extended availability
  • Training Resources available to users
  • Status updates throughout the upgrade weekend
  • Contacts for questions or assistance

Overview

On July 22, 2013, New York State will begin using a more current release of the PeopleSoft Payroll application.  The current PayServ v 8.9 will be upgraded to PayServ v 9.1.

  • The final payroll processed in PayServ 8.9 will be the Institution cycle, Pay Periods 7L and 8C with the paycheck date of 7/25/2013.
  • The first payroll processed in PayServ 9.1 will be the Administration cycle, Pay Periods 8L and 9C with the paycheck date of 7/31/13.

Implementation Schedule & System Outage for the Upgrade Weekend and Extended Availability After the Upgrade

In order to upgrade PayServ 8.9 to 9.1, the system will be unavailable starting at 12:00 Noon on Thursday, 7/18/2013 through Sunday, 7/21/2013.  PayServ is expected to be available at 7:00 a.m. on Monday, 7/22/2013.

As a result of the upgrade, the agency submission schedule has been compressed as follows:

Institution Pay Periods 7L and 8C - Paycheck Date 7/25/2013

Automated Interface Cutoff

7/8/2013

On-Line Transactions Cutoff

7/9/2013

Time Entry File Submission Date

7/9/2013

On-Line Deductions, Taxes, Direct Deposit 7/11/2013

On-Line Back End Splits

7/17/2013

Administration Pay Periods 8L and 9C – Paycheck Date 7/31/13

On-Line Deductions, Taxes, Direct Deposit

Noon on 7/18/2013

There are no further changes to the submission schedule for the Administration Pay Periods 8L and 9C – Paycheck Date 7/31/2013.  Please refer to the 2013-2014 Schedule for Agency Payroll Submission and Report and File Availability.

Automated Interface Agency Submission Schedule
AI files can be submitted through noon on 7/18/2013. 
Agencies should HOLD all AI files from noon on 7/18/2013 through the black-out period for the upgrade.  Agencies can resume the submission of AI files when the upgraded PayServ application is available on Monday, 7/22/2013.

PayServ will be available until 8:00 p.m. on Monday, July 22 Tuesday, July 23 and Wednesday, July 24.  The extended hours will provide additional transaction processing time after the upgrade to PayServ 9.1 is complete.

Training Resources

The following resources are available:

  • Training in the Sandbox – The Training Sandbox is a full-sized, production-like test database which offers users an opportunity to safely explore the upgraded environment. The Sandbox will be available for agency use on June 17, 2013. To access the Sandbox users must log in to PayServ via eGov and select the PayServ 9.1 Sandbox link.  There will be no access to PS Query from the Sandbox.  The sandbox will be available for agency use until July 12, 2013.

  • Training on the Web – OSC will post upgrade-related Job Aids and other training information on the Payroll Enhancement Program web site, http://www.osc.state.ny.us/payroll/pep.htm.  Users are encouraged to visit the site often, as new material will be added on a regular basis.

Questions

For issues related to logging into the Training Sandbox or accessing the PayServ 9.1 system, please contact the OSC BITS Help Desk at 518-486-6745.

Questions regarding issues related to the upgrade should be directed to the Payroll System Questions mailbox.

For more information about the Payroll Enhancement Program, visit http://www.osc.state.ny.us/payroll/pep.htm.