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Date: September 30, 2013

Bulletin Number: 1268

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Subject

Schedule for Submitting 2013 Returned Checks

Purpose

To notify agencies of the 2013 processing schedule for AC-230s (Report of Check Returned for Refund or Exchange)

Background

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.

Processing Dates

Paychecks issued prior to October 1, 2013 are due immediately

Pay Checks Issued On
Must be Received By OSC No Later Than
October 3, 2013
October 9, 2013

October 18, 2013
October 17, 2013
October 23, 2013

November 1, 2013
October 31, 2013
November 6, 2013

November 15, 2013
November 14, 2013
November 20, 2013

November 29, 2013
November 27, 2013
December 4, 2013

December 13, 2013
December 12, 2013
December 18, 2013

December 27, 2013
December 26, 2013
December 31, 2013
January 6, 2014


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 No. 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.