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  5. State Agencies Bulletin No. 1717

State Agencies Bulletin No. 1717

Subject
New York State Salary Exchange and Reversal Checks to be Mailed Directly to Employees, Next-of-Kin or Estates
Date Issued
February 7, 2019

Purpose

To notify agencies that checks resulting from a partial overpayment, as indicated by the AC230 check reversal, will be mailed to the employee’s preferred mailing address, as shown on the Modify a Person page in PayServ

Also, checks exchanged to next-of-kin or the estate of a deceased employee will be mailed directly to the address on the AC1476 - Report of Check Exchange.

Affected Employees

  • Employees who are receiving a check resulting from a partial paycheck reversal due to overpayment
  • Deceased employees whose check is being exchanged to the next-of-kin or estate

Background

Currently, state agencies submit Forms AC1476 or AC230 for Payroll Check Exchange or Reversal. OSC audits these forms and creates a new check, processed through the Statewide Financial System (SFS). These checks are currently mailed to the state agency to be distributed to the employee, next-of-kin, or estate.

Effective immediately, OSC’s Bureau of State Payroll Services will issue the new payroll check through SFS directly to the next-of-kin/employee address.

The Payroll Check Notification Report (See Payroll Bulletin 1683) will be posted to the PayServ Bulletin Board weekly to show the status of these transactions. This report will include information going back three months.

Effective Date(s)

Immediately

Agency Actions

Agencies must:

  • Ensure correct address information for next-of-kin is on the AC1476 Report of Check Exchange.
  • Ensure the employee’s address is up to date on the Modify a Person page in PayServ.
  • Verify status of check exchange and reversals using the Payroll Check Notification Report (see Payroll Bulletin 1683).

OSC Actions

OSC’s Bureau of State Payroll Services will issue payroll checks once per week through the Statewide Financial System (SFS). These checks will be mailed to the employee’s preferred mailing address located on the Modify a Person page in PayServ or to the next of kin’s address as indicated on the AC1476.

OSC will update the Payroll Check Notification Report (See Payroll Bulletin 1683) once per week on the PayServ Bulletin Board. The report will show three months of reissued payroll checks dating back to the voucher creation date.

Questions

Questions should be directed to the Payroll Reversal and Exchange mailbox.