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Date: June 6, 2016

Bulletin Number: 1486

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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, 2016.
Background Appropriations allocated to certain chartfield strings will lapse on the above date and will no longer be available for payroll charges.

Effective Date(s) Institution pay checks dated July 7, 2016 and Administration pay checks dated July 13, 2016.

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

See attachment:

June 30, 2016 Lapsing Chartfield Strings in PayServ
Agency Actions Agencies must ensure that any position pools appearing 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 must to contact their Appropriation Section Representative in OSC’s Bureau of State Accounting Operations to have this information corrected in SFS so PayServ is able to receive the valid string detail.

Any changes needed in SFS must be completed by June 23, 2016 in order for them to be used in PayServ for the Institution check dated July 7, 2016.

If the chartfield string is lapsing on 6/30/2016, 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:

Inst

7/7/2016

 

Admin

7/13/2016

 

 

 

 

 

Cycle

Beg Date

 

Cycle

Beg Date

 

 

 

 

 

Current

6/23/2016

 

Current

6/30/2016

Lag

6/9/2016

 

Lag

6/16/2016

X-Lag

6/2/2016

 

X-Lag

6/9/2016

 

These updates must be completed in PayServ by June 23rd for the Institution check dated 7/7/2016 and the Administration check dated 7/13/2016 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. 

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.