State Agencies Bulletin No. 1838

Updating PayServ Chartfield Strings for June Lapsing Events
Date Issued
May 15, 2020


The purpose of this bulletin is to inform agencies that position pools and/or chartfield strings in PayServ may require updates for lapsing.

Affected Employees

Agencies with appropriations due to lapse on June 30, 2020 are affected.


Appropriations allocated to certain chartfield strings will be lapsing on June 30, 2020 and will no longer be available for payroll charges.

Effective Date(s)

Effective as of Institution pay checks dated July 2, 2020 and Administration pay checks dated July 8, 2020.

OSC Actions

OSC has provided a spreadsheet of all current position pools that are affected by lapsing. A link will be posted on the PayServ Bulletin Board as well as the OSC website.

See attachment:

June 30, 2020 Lapsing Chartfield Strings in Payserv

Agency Actions

Agencies must ensure that any position pools appearing on the spreadsheet are updated with valid chartfield strings. If an agency does not believe that the chartfield string associated with the position pool is lapsing they will need to contact their Appropriation Section Representative in OSC’s Bureau of State Accounting Operations to have this information corrected in SFS and PayServ can receive the valid string detail.

Any SFS changes required will need to be completed before June 18, 2020 to be used in PayServ for the Institution check dated July 2, 2020.

If the chartfield string is lapsing on June 30, 2020, agencies must insert a new row into the Department Budget Table USA (refer to Job Aid for instructions) in PayServ related to that position pool with a valid chartfield string effective the beginning of the pay period for the check dates referenced above. Examples of these dates are:

Inst 7/2/2020   Admin 7/8/2020
Cycle Beg Date   Cycle Beg Date
Current 6/18/2020


Current 6/25/2020
Lag 6/4/2020   Lag 6/11/2020
X-Lag 5/28/2020   X-Lag 6/3/2020

These updates must be completed in PayServ before June 18, 2020 for the Institution check dated July 2, 2020 and the Administration check dated July 8, 2020 to ensure that the Payroll files can be successfully processed in SFS.


Questions regarding this bulletin should be directed to the Payroll Systems mailbox.

Questions related to SFS should be directed to:

Questions related to lapsing appropriations should be directed to the agency’s Appropriation Section Representative or OSC’s Appropriations mailbox.