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Date: March 14, 2016

Bulletin Number: 1477

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Subject New York State Payroll System (PayServ) Fiscal Year End – Roll-over of Position Pool Chart of Accounts

Purpose

To inform all agencies of the upcoming roll-over of the chart of accounts strings mapped to the Position Pools in PayServ.

Affected Employees

All employee records will be affected, excluding SUNY (except Agency Code 28990) & CUNY.

Background

In order to correctly calculate the charges for the split payroll for fiscal year ending 2015-16 and the fiscal year beginning 2016-17, the PayServ chart of accounts must be updated to reflect the 2016-17 budget references where $0 appropriations have been created in the Statewide Financial System by the Bureau of State Accounting Operations.

The appropriation charges to be used for the following fiscal year-end payroll allocation percentages are outlined in the Guide to Financial Operations, Section XV, Chapter 6.A.

Effective Date(s)

Administration pay checks dated April 6, 2016 and
Institution pay checks dated April 14, 2016

Eligibility Criteria

All employees paid through PayServ, excluding SUNY (except Agency Code 28990) & CUNY.

OSC Actions

OSC Payroll will begin Fiscal Year End activities on March 24, 2016 for the paychecks dates April 6, 2016 (Administration) and April 14, 2016 (Institution).  This will include the completion of the roll-over to the Department Budget Table USA containing the chart of accounts strings for agency position pools. 
There should be no disruption to PayServ system availability during this time.

Administrative agencies should not be making any changes to the Department Budget Table USA on or after March 24, 2016 until the April 6, 2016 paycheck has been confirmed (March 29, 2016).

Institution agencies should not be making any changes to the Department Budget Table USA on or after March 31, 2016 until the April 14, 2016 paycheck has been confirmed (April 6, 2016).

Please refer to SFS for any information regarding when the payroll charges will appear in SFS.
 
For agencies that utilize the NHRP521 (Agency Back-End Splits), the file will not be accepted during the SFS Fiscal Year end Blackout period for checks dated April 6, 2016 (Administration) and April 14, 2016 (Institution).

Attached are a list of Position Pools that contain a chart of accounts string that OSC Payroll has indicated will NOT roll to the new Fiscal Year Budget Reference.

List of Agency Pools - Not rolled to 2016-17 Budget Reference

Agency Actions

Agencies should review the above list of Department Budget Table USA Rows for Positions Pools that contain chart of accounts strings that will not roll-over to the 2016-17 Budget Reference. 

All changes to 2015-16 (Budget Year 2015) Position Pool chart of accounts data will need to be completed before March 24, 2016.

Administrative agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference after March 29th, 2016 for changes to be applied to the April 20, 2016 paycheck.

Institution agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference after April 6, 2016 for changes to be applied to the April 28, 2016 paycheck.

Questions

Questions may be directed to the Payroll System Support Group at payrollsystemquestions@osc.state.ny.us.  Please include this bulletin number in the email subject line.