State Agencies Bulletin No. 1573

Subject
Updating PayServ Chartfield Strings for June Lapsing Events
Date Issued
May 22, 2017

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 [email protected].