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 2017-18 and the fiscal year beginning 2018-19, the PayServ chart of accounts must be updated to reflect the 2018-19 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, Chapter XV, Section 6.A.

Effective Date(s)

Administration pay checks dated April 4, 2018 and
Institution pay checks dated April 12, 2018

Eligibility Criteria

All employees paid through PayServ, excluding SUNY (except Agency Code 28990), CUNY, Departments 04XXX and 21XXX (except 21400, 21450 and 21600)

OSC Actions

OSC Payroll will begin Fiscal Year End activities on March 22, 2018 for the paychecks dated April 4, 2018 (Administration) and April 12, 2018 (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.

Administration agencies must not make any changes to the Department Budget Table USA on or after March 22, 2018 until the April 4, 2018 paycheck has been confirmed and distributed (March 29, 2018).

Institution agencies must not make any changes to the Department Budget Table USA on or after March 28, 2018 until the April 12, 2018 paycheck has been confirmed and distributed (April 5, 2018).

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 4, 2018 (Administration) and April 12, 2018 (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 2018-19 Budget Reference.

List of Agency Pools not rolled to 18-19 Budget Reference

All changes to 2017-18 (Budget Year 2017) Position Pool chart of accounts data must be completed before March 22, 2018.

Administration agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference after March 28, 2018 for changes to be applied to the April 18, 2018 paycheck.

Institution agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference after April 4, 2018 for changes to be applied to the April 26, 2018 paycheck.

Questions

Questions may be directed to the Payroll System Support Group at [email protected]. Please include this bulletin number in the email subject line.