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Date: March 7, 2017

Bulletin Number: 1548

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

Purpose To inform all agencies of the upcoming rollover 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) and CUNY.
Background In order to correctly calculate the charges for the split payroll for fiscal year ending 2016-17 and the fiscal year beginning 2017-18, the PayServ chart of accounts must be updated to reflect the 2017-18 budget references where $0 appropriations have been created 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.6.A.

Effective Date(s) Administration pay checks dated April 5, 2017 and
Institution pay checks dated April 13, 2017.

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

OSC Actions OSC Payroll will begin Fiscal Year End activities on March 23, 2017 for the paychecks dated April 5, 2017 (Administration) and April 13, 2017 (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 make any changes to the Department Budget Table USA on or after March 23, 2017 until the April 5, 2017 paycheck has been confirmed (March 28, 2017).

Institution agencies should not make any changes to the Department Budget Table USA on or after March 30, 2017 until the April 13,2017 paycheck has been confirmed (April 5, 2017).

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 5, 2017 (Administration) and April 13, 2017 (Institution).

Agency Actions

Agencies should review the attached list of Department Budget Table USA Rows for Position Pools that contain chart of accounts strings that will not roll-over to the 2017-18 Budget Reference.
List of Agency Pools not rolled to 17-18 Budget Reference

All changes to 2016-17 (Budget Year 2016) Position Pool chart of accounts data needs to be completed before March 23, 2017.

Administrative agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference after March 28th, 2017 for changes to be applied to the April 19, 2017 paycheck.

Institution agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference after April 5, 2017 for changes to be applied to the April 27, 2017 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.