Purpose
The purpose of this bulletin is to notify agencies of the 2019 Year End processing schedule for AC-230s (Report of Check Returned for Refund or Exchange).
Background
To maintain the efficiency of AC-230 processing and ensure accuracy of W-2 reporting for 2019, agencies must submit AC-230s to OSC in accordance with the processing schedule outlined in this bulletin.
Agencies must always forward payroll checks to the appropriate entity as soon as possible. As part of OSC’s Uncashed Payroll Check Outreach, any paychecks issued in 2018 that are not cashed, reversed or reissued will be turned over to the Office of Unclaimed Funds in March 2020. Outreach to employees with uncashed paychecks issued in 2018 is underway.
Processing Dates
Paychecks issued prior to September 26, 2019 are due immediately.
| Pay Checks Issued On | Must be Received by OSC No Later Than |
| September 26, 2019 October 2, 2019 | October 18, 2019 |
| October 10, 2019 October 16, 2019 | October 25, 2019 |
| October 24, 2019 October 30, 2019 | November 8, 2019 |
| November 7, 2019 November 13, 2019 | November 22, 2019 |
| November 21, 2019 November 27, 2019 | December 6, 2019 |
| December 5, 2019 December 11, 2019 | December 20, 2019 |
| December 19, 2019 | December 27, 2019 |
| December 24, 2019 | January 3, 2020 |
Processing Rules for Returning Checks
In accordance with the instructions for AC-230 processing, agencies are reminded that payroll checks must not be returned to OSC if either of the following situations apply:
- The employee is still actively employed by any State agency.
- The employee is due any regular and/or lump sum payments that are equal to or exceed the amount to be returned.
Agencies must e-mail [email protected] to obtain prior approval to submit an AC-230 for a situation that warrants making an exception to the above.
Agency Actions
Agencies must be diligent in their efforts to submit AC-230s timely. The NPAY539 (Non-Negotiated Payroll Checks) Control-D report, as described in Payroll Bulletin No. 908 (Non-Negotiated and/or Undeliverable New York State Payroll Checks) was created as a tool for agencies to identify outstanding checks and take appropriate action.
Questions
Questions regarding this bulletin may be directed to the Payroll Deduction mailbox.