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Date: October 14, 2015

Bulletin Number: 1426

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Subject

Schedule for Submitting 2015 Year End Returned Checks

Purpose To notify agencies of the 2015 Year End 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.

Agencies should always forward payroll checks to the appropriate entity as soon as possible.  As part of OSC’s Uncashed Payroll Check Outreach, any paychecks issued in 2014 that are not cashed, reversed or reissued will be turned over to the Office of Unclaimed Funds in March, 2016.

Processing Dates

Paychecks issued prior to October 1, 2015 are due immediately

Pay Checks Issued On

Must be Received By OSC No Later Than

October 1, 2015
October 7, 2015

October 16, 2015

October 15, 2015
October 21, 2015

October 30, 2015

October 29, 2015
November 4, 2015

November 13, 2015

November 12, 2015
November 18, 2015

November 27, 2015

November 25, 2015
December 2, 2015

December 11, 2015

 

December 10, 2015
December 16, 2015

 

December 24, 2015

 

December 24, 2015
December 30, 2015

 

January 4, 2016


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.