Purpose

The purpose of this bulletin is to inform agencies of changes to the direct deposit business process in PayServ 9.2 and to provide the updated Form AC 2772 (Direct Deposit Form for NYS Employees, rev 01/21) that must be used after Go Live.

Affected Employees

Any employee who completes an AC 2772 processed after February 9, 2021 is affected.

Effective Dates

Changes to the direct deposit business process will be effective on March 15, 2021. The newest AC 2772 (rev 01/21) is required for all direct deposit transactions entered after that date, regardless of the date the form was received by the agency.

Background

PayServ is being upgraded to PeopleSoft version 9.2 with an expected Go Live date of March 15, 2021. In PayServ v 9.2, the Employee Record (Empl Rcd) can no longer be attached to an employee’s Direct Deposit record. Every employee will have only one Direct Deposit record upon conversion to v 9.2. For employees with multiple jobs, all payroll deposits will be made according to the single Direct Deposit record for all jobs.

Agencies will share Direct Deposit records for employees who hold a job in two or more agencies. Each agency will continue to make changes according to the forms received by their employees and will retain those forms according to their existing retention policies.

Employees who currently hold more than one job and who are paid via direct deposit in at least one job may need to make a selection in order for records to be converted correctly. Refer to Payroll Bulletin PIP-007, Direct Deposit Record Changes Requiring Modifications to Employee Elections for additional information.

The AC 2772 has recently been updated. For detailed information on the layout and field changes, refer to Payroll Bulletin 1842, Updated Direct Deposit Form for NYS Employees (AC-2772).

OSC Actions

At Go Live, OSC will:

• update Direct Deposit records to remove Empl Rcd;
• update any Locked Queries impacted by the removal of Empl Rcd;
• convert records for employees who have multiple Direct Deposit records according to the elections agencies record in the Select Direct Deposit table; and
• convert the Direct Deposit record to paper check for any affected employee who does not have an election recorded in the Conversion Table.

Agency Actions

Agencies must provide Form AC3446, Direct Deposit Conversion Election Form to affected employees as requested, process Form AC3446 received from affected employees, and take other actions before March 10, 2021 to ensure employees’ records are properly converted. Refer to Payroll Bulletin PIP-007, Direct Deposit Record Changes Requiring Modifications to Employee Elections for detailed information.

Agencies must not accept any previous version of the AC 2772 for processing after February 9, 2021. If an outdated version of the form is submitted the agency must return it to the employee and request the AC 2772 (rev. 01/21) be completed instead.

Until March 10, 2021 agencies must determine whether the employee submitting the AC 2772 holds two or more jobs with New York State. If they hold multiple jobs and do not have a selection in the Select Direct Deposit page, the employee must be directed to complete form AC3446.

Agencies must also inform employees with multiple jobs of the impact of their AC 2772 changes:

• If the employee is making changes to the direct deposit for the job they have selected for conversion, the changes will apply to all jobs beginning with payments dated March 25, 2021 and March 31, 2021.
• If the employee is making changes to the direct deposit for a job other than the one they have selected for conversion, the changes will not apply and all jobs will be paid using the method for the selected job beginning with payments dated March 25, 2021 and March 31, 2021.
• If the employee has not made a selection, the changes to the direct deposit will be discarded when all jobs are converted to paper check payment method, beginning with payments dated March 25, 2021 and March 31, 2021.

Agencies must continue to process AC 2772s submitted by employees, provided the correct version of the form is submitted, and follow existing retention policies for all AC 2772s submitted. Agency Payroll Officers must work together to share information in the event that fraud is suspected and/or direct deposit suspension is required.

Locked Queries

9.1 Conversion Selection:

OSC will create two locked queries to assist in the conversion of Direct Deposit records, LQ_DDP_EMPLS_WITH_SELECTION and LQ_DDP_EMPLS_WITHOUT_SELECTION. These queries will be available to agencies in PS Query until Go Live.

9.2 Direct Deposit Auditing:

OSC will update any existing locked queries impacted by changes to the Direct Deposit record, including LQ_DDP_AUDIT_DD_ENTRIES, which will be updated to include information on which agency updated each Direct Deposit record.

Questions

Questions about the business process changes and/or the AC 2772 may be directed to the Payroll Deduction mailbox.

Questions about direct deposit conversion may be directed to the Payroll Improvement Project mailbox. Please include bulletin number PIP-015 in the Subject line of all emails pertaining to this bulletin.