Purpose

The purpose of this bulletin is 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 2019-20 and the fiscal year beginning 2020-21, the PayServ chart of accounts must be updated to reflect the 2020-21 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, Section XV.6.A.

Agencies excluded from the April fiscal year end split process are Departments 04XXX and 21XXX (except 21400, 21450 and 21600).

Effective Date(s)

Effective as of Administration pay checks dated April 1, 2020 and Institution pay checks dated April 9, 2020.

OSC Actions

OSC Payroll will begin Fiscal Year End activities on March 19, 2020 for the paychecks dated April 1, 2020 (Administration) and April 9, 2020 (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.

Administrative agencies should not be making any changes to the Department Budget Table USA on or after March 19, 2020 until the April 1, 2020 paycheck has been confirmed and distributed (March 25, 2020).

Institution agencies should not be making any changes to the Department Budget Table USA on or after March 25, 2020 until the April 9, 2020 paycheck has been confirmed and distributed (April 2, 2020).

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 1, 2020 (Administration) and April 9, 2020 (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 2020-21 Budget Reference:
List of Agency Pools not rolled to 20-21 Budget Reference

All changes to 2019-20 (Budget Year 2019) Position Pool chart of accounts data needs to be completed before March 19, 2020.

Administrative agencies must update any position pools that did not roll to the new Fiscal Year Budget Reference after March 25th, 2020 for changes to be applied to the April 15, 2020 paycheck.

Institution agencies must update any position pools that did not roll to the new Fiscal Year Budget Reference after April 1, 2020 for changes to be applied to the April 23, 2020 paycheck.

Questions

Questions may be directed to the Payroll System Questions mailbox. Please include this bulletin number in the email subject line.