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Date: May 22, 2017

Bulletin Number: 1573

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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, 2017.
Background Appropriations allocated to certain chartfield strings will be lapsing on the above date and will no longer be available for payroll charges.

Effective Date(s) Institution pay checks dated July 6, 2017.
Administration pay checks dated July 12, 2017.

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

See attachment:
June 30, 2017 Lapsing Chartfield Strings in PayServ

Agency Actions Agencies must ensure that any position pools that appear 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 will need to contact their Appropriation Section Representative in OSC’s Bureau of State Accounting Operations to have this information corrected in SFS so PayServ can receive the valid string detail.

Any changes needed in SFS must be completed before June 22, 2017 in order for them to be used in PayServ for the Institution check dated July 6, 2017.

If the chartfield string is lapsing on 6/30/2017, agencies should insert a new row into the Department Budget Table USA in PayServ related to that position pool (refer to Job Aid for instructions) 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

7/6/2017

 

Admin

7/12/2017

         

Cycle

Beg Date

 

Cycle

Beg Date

         

Current

6/22/2017

 

Current

6/29/2017

Lag

6/8/2017

 

Lag

6/15/2017

X-Lag

6/1/2017

 

X-Lag

6/8/2017

These updates must be completed in PayServ before June 22nd for the Institution check dated 7/6/2017 and the Administration check dated 7/12/2017 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 or appropriations@osc.state.ny.us.