Purpose

The purpose of this bulletin is to inform agencies that position pools in PayServ may require updates for SFS lapsing.

Affected Employees

All agencies with appropriations due to lapse on September 15, 2020 or September 30, 2020 are affected.

Background

Certain chart of accounting strings in SFS that are attached to position pools in PayServ will be lapsing and will no longer be available for use in PayServ.

Effective Dates

Accounting strings scheduled to lapse on September 15, 2020 and September 30, 2020.

OSC Actions

OSC will provide a spreadsheet of all current position pools that are associated with a chart of accounting strings that are scheduled to lapse on 09/15/2020 or 09/30/2020.  A link will be posted on the PayServ bulletin board as well as the OSC website.

Agency Actions:

Agencies will have to ensure that any position pools that appear on the spreadsheet are updated with valid chart of accounting strings.

If the chartfield string is lapsing on 09/15/2020, agencies will need to insert a new row into PayServ on the Department Budget Table USA with a valid chartfield string effective the beginning of the pay period for the following check dates (Administration – 09/16/2020 & Institution – 09/24/2020). These updates must be completed in PayServ by 09/09/2020 (Administration) and 09/16/2020 (Institution) to ensure the Payroll files can be successfully processed in SFS.

If the chartfield string is lapsing on 09/30/2020, agencies will need to insert a new row in PayServ with a valid chartfield string effective the beginning of the pay period for the following check dates (Administration – 09/30/2020 & Institution – 10/08/2020). These updates must be completed in PayServ by 09/23/2020 (Administration) and 09/30/2020 (Institution) to ensure the Payroll files can be successfully processed in SFS.

If no action is taken by the agency before the above mentioned due dates, OSC Payroll will move all positions attached to the lapsing position pool to the ZZZ position pool established for that department. If the ZZZ position pool also contains a lapsing account code, OSC Payroll will be contacting your agency to make the necessary changes. OSC Payroll will also update all pools that contain chartfield strings due to lapse to a status of Inactive.

Job aids have been made available to assist agencies in the updating of the position pools in PayServ using the process created with the COA conversion implemented in June 2015.

http://www.osc.state.ny.us/payroll/coaconversion.htm

All related resources for agencies regarding lapsing (including the OSC Accounting Operations Advisory Number 6) are located below:

http://www.osc.state.ny.us/agencies/operational_advisories/opadvisory_6.htm

Questions:

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