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Date: June 1, 2015

Bulletin Number: 1411

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Subject

Updating PayServ Chartfield Strings for June Lapsing Events

Purpose

To inform agencies that Position Pools and/or Chartfield Strings in PayServ may require updates for lapsing. 

Affected Employees

All agencies with appropriations due to lapse on June 30, 2015.

Background

Appropriations allocated to certain chartfield strings will be lapsing on the above date and will no longer be available for payroll charges.

Effective
Date(s)

Administration pay checks dated July 1, 2015 and
Institution pay checks dated July 9, 2015 

OSC Actions

OSC has provided a spreadsheet of all current position pools that are affected by lapsing.  A link will be posted on the PayServ Bulletin Board as well as the OSC website.

Agency Actions

Agencies will have to ensure that any position pools that appear on the spreadsheet are updated with valid chartfield strings. If an agency does not believe that the chartfield string associated with the position pool is lapsing they will need to contact their Appropriation Section Representative in OSC’s Bureau of State Accounting Operations to have this information corrected in SFS so PayServ can receive the valid string detail.

Any changes needed in SFS must be completed by June 22, 2015 in order for them to be used in PayServ for the Administration check dated July 1, 2015.

If the chartfield string is lapsing on 6/30/2015, agencies must insert a new row into the Department Budget Table USA (refer to Job Aid for instructions) in PayServ related to that position pool with a valid chartfield string effective the beginning of the pay period for the check dates listed above.  Examples of these dates are as follows:

Admin

7/1/2015

 

Inst

7/9/2015

 

 

 

 

 

Cycle

Beg Date

 

Cycle

Beg Date

 

 

 

 

 

Current

6/18/2015

 

Current

6/25/2015

Lag

6/4/2015

 

Lag

6/11/2015

X-Lag

5/28/2015

 

X-Lag

6/4/2015

These updates must be completed in PayServ by June 23th for the Administration check dated 7/1/2015 and June 30th for the Institution check dated 7/9/2015 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 or appropriations@osc.state.ny.us