Purpose

The purpose of this bulletin is to provide agencies with the schedule for payroll submission and the dates for availability of payroll reports and files.

Background

Each fiscal year, OSC provides a schedule of cutoffs and pertinent payroll processing dates that the agencies must follow. This bulletin provides agency entry deadlines for the following processes:

• Automated Interface Submission
• Online Earnings Transaction Entry
• Miscellaneous Time Entry File Submission
• Online Deduction, Tax and Direct Deposit Transaction Entry
• Electronic Certification Submission Date
• Online Back End Split Entry

Effective Dates

Effective fiscal year 2021-2022.

Deadlines

For agencies paid on a lag basis, the submission deadline is generally the last day of the payroll period (Wednesday). For agencies paid on a current basis, the submission deadline is generally the last day of the previous payroll period (Wednesday).

Due to holidays and special processing, earlier submission deadlines are necessary to ensure that paychecks are issued timely. To assist agencies in identifying the earlier deadlines, the dates that are in bold on the 2021-2022 Schedule for Agency Payroll Submission and Report and File Availability.

Note: Agencies will be notified of any changes to the cutoff dates via the PayServ Bulletin Board if they occur.

Automated Interface Files

Inbound files must be submitted by the established deadlines to ensure timely processing.

Time Entry Transactions

Online Time Entry earnings may be entered only during the time frames listed on the schedule. Agencies submitting Miscellaneous Payment Files may enter corrections for rejected file transactions on the workday following the file submission deadline.

Deductions Transactions

Entry into General Deductions Data may only be done during the time frames listed on the schedule. Entries that are entered early for a future pay period may be deleted by payroll deductions.

Payroll Certification

Agencies must follow the procedures for certifying their payroll as instructed in Payroll Bulletin No. 1420 - New Procedures for Electronic Certification.

Agency Procedure: Entering Transactions After the Deadline

Earnings

After the agency deadline, the agency must not enter any data into the Position Data, Job Data, Job Action Request, Transfer Requests, Additional Pay, Hire, Rehire, or Add Concurrent Hire pages or new Time Entry transactions (aside from rejected Time Entry corrections noted above) until the second Friday after the agency deadline, unless the effective date of the action(s) is within or subsequent to the following pay period.

Requesting “Additional (Late)” Transactions

OSC recognizes that occasionally there may be an extraordinary circumstance that prevents an agency from meeting the established deadline.

If an agency determines after the submission deadline that there is an urgent transaction that was not entered, the agency must contact their payroll auditor, using the Agency Auditor Listing available on the PayServ Bulletin Board, for approval prior to entering the transaction.

General Deductions/Direct Deposit

If an agency anticipates a delay or has technical issues that prevent the agency from meeting the established deadline of online deductions or direct deposit, the agency must send an email to the appropriate deduction mailbox (PayrollDeduction, PayrollRetirement, or DDReturnsAndReversals) to report the problem.

Taxes

If an agency anticipates a delay, or has technical issues that prevent the agency from meeting the established deadline of taxes, the agency must send an email to the Tax and Compliance mailbox to report the problem.

Questions

Questions regarding this bulletin may be directed to the Payroll Certification mailbox.