State Agencies Bulletin No. 1486

Subject
Updating PayServ Chartfield Strings for June Lapsing Events
Date Issued
June 6, 2016

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 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.