Purpose

To inform agencies of the process for reporting line number changes and to describe how account codes will be charged in Fiscal Year 2012-13.

Affected Employees

Employees with line number changes reported in NYSTEP

Effective Date(s)

03/29/12 – Administration
04/05/12 – Institution

Agency Actions

Reporting Line Number Changes

Agencies must first report line number changes in NYSTEP. When reporting these line number changes, use LNR (Line Item Realignment); do not use MOV. Upon approval by NYSTEP, agencies must then report these changes in PayServ. There is no automatic mass realignment process in PayServ.

To report line number changes in PayServ, agencies must update the Position Data page to reflect the new line numbers using the following path:

Home>Organizational Development>Position Management>Maintain Positions/Budgets>Position Data (Agency)

On the Position Data page, insert a row and enter the effective date (03/29/12 for Administration or 04/05/12 for Institution). Enter the appropriate line number. The Action of Z12 will automatically default on the Description page. If applicable, enter Pool ID changes on the Specific Information page by expanding the Education and Government section at the bottom of the page.

If the position is filled, a row will be automatically inserted on the incumbent’s Job Data record when the position is saved. The following messages will appear after the save:

“Examined: 1, Bypassed: 0, Update Errors: 0, Update Warnings: 1, Clean Updates 0. (24000,230.

During the Update Incumbent processing, the above counts reflect the number of incumbents examined for update, those for whom Job updating was bypassed, those for whom Job updates failed due to error, those for whom Job updates were successful with warning messages issued and those for whom Job updates were successful with no warning or error messages issued.”

Click “OK”

If the incumbent has a row on Job Data that is subsequent to the effective date of the line change, the incumbent will not be automatically updated.

In this case, the agency is required to select the Action of New Posn on the Job Action Request page and enter the effective date of the line change and the Reason of CHL. A position change must be requested for all affected rows existing on Job Data.

The Position should be updated before other transactions for Pay Period 1 are reported on Job Data or the Job Action Request page in order to ensure the appropriate information is reflected on the employee’s record.

Review Payroll Bulletin Number 1129 and 1090 regarding updates to Cost Centers in the Statewide Financial System (SFS) and PayServ Account Codes and PayServ Data Conversion Requirements.

OSC Actions

Position Pool IDs

The account code for the Position Pool IDs will be charged automatically to Fiscal Year 2012-13 when the maximum effective date on the account code table is April 1, 2012 unless a Budget Year is specified on the Position Pool Table. It is not necessary to insert a row to make any changes on the Position Pool Table.

Continuous Split Charges currently reported on the Position Pool Table will not be cancelled.

Deleting Position Pools

If a Position Pool is no longer used by the agency and should be deleted, please send an email to the Payroll System Questions Mailbox. Please make sure no position numbers are tied to that Position Pool.

Questions

Questions regarding line number changes may be emailed to the Position Management Mailbox.

Questions regarding account codes or Position Pool IDs may be emailed to the Payroll System Questions Mailbox.