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Date: September 1, 2016

Bulletin Number: 1503

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Subject Updating PayServ Chartfield Strings for September 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 September 15, 2016 and September 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 September 15, 2016 and October 13, 2016.
Administration pay checks dated September 21, 2016 and October 5, 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:
September 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.

If the chartfield string is lapsing on September 15, 2016, agencies will need to insert a new row into PayServ on the Department Budget Table USA with a valid chartfield string effective the beginning of the pay period for the following check dates (Institution – September 15, 2016 & Administration – September 21, 2016). These updates must be completed in PayServ by September 6, 2016 (Institution) and September 13, 2016 (Administration) to ensure the Payroll files can be successfully processed in SFS.

Inst

9/15/2016

 

Admin

9/21/2016

 

 

 

 

 

Cycle

Beg Date

 

Cycle

Beg Date

 

 

 

 

 

Current

9/1/2016

 

Current

9/08/2016

Lag

8/18/2016

 

Lag

8/25/2016

X-Lag

8/25/2016

 

X-Lag

8/18/2016

If the chartfield string is lapsing on September 30, 2016, agencies will need to insert a new row in PayServ with a valid chartfield string effective the beginning of the pay period for the following check dates (Administration – October 5, 2016 & Institution – October 13, 2016). These updates must be completed in PayServ by September 27, 2016 (Administration) and October 4, 2016 (Institution) to ensure the Payroll files can be successfully processed in SFS.

Admin

10/05/2016

 

Inst

10/13/2016

 

 

 

 

 

Cycle

Beg Date

 

Cycle

Beg Date

 

 

 

 

 

Current

9/22/2016

 

Current

9/29/2016

Lag

9/08/2016

 

Lag

9/15/2016

X-Lag

9/01/2016

 

X-Lag

9/08/2016

If no action is taken by the agency before the above mentioned due dates, OSC Payroll will move all positions attached to the lapsing position pool to the ZZZ position pool established for that department. If the ZZZ position pool also contains a lapsing account code, OSC Payroll will be contacting your agency to make the necessary changes. OSC Payroll will also update all pools that contain chartfield strings due to lapse to a status of Inactive.

Job aids have been made available to assist agencies in the updating of the position pools in PayServ using the new process created with the COA conversion implemented in June 2015.

http://www.osc.state.ny.us/payroll/coaconversion.htm

Questions Questions regarding this bulletin should be directed to the Payroll Systems mailbox.

All related resources for agencies regarding lapsing (including the OSC Accounting Operations Advisory Number 6) can be found at:

http://www.osc.state.ny.us/agencies/operational_advisories/opadvisory_6.htm