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 2020-21 and the fiscal year beginning 2021-22, the PayServ chart of accounts must be updated to reflect the 2021-22 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 Dates

Effective as of Institution pay checks dated April 8, 2021 and Administration pay checks dated April 14, 2021.

Eligibility Criteria

All employees paid through Payserv, excluding SUNY (except Agency Code 28990), CUNY, Departments 04XXX and 21XXX (except 21400, 21450, and 21600) are eligible.

OSC Actions

OSC Payroll will begin Fiscal Year End activities on March 25, 2021 for the paychecks dated April 8, 2021 (Institution) and April 14, 2021 (Administration). 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.

Institution agencies should not make any changes to the FY 2021 Department Budget Table USA rows on or after March 25, 2021 until the April 8, 2021 paycheck has been confirmed and distributed (March 31, 2021).

Administrative agencies should not make any changes to the FY 2021 Department Budget Table USA rows on or after April 1, 2021 until the April 14, 2021 paycheck has been confirmed and distributed (April 8, 2021).

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 8, 2021 (Institution) and April 14, 2021 (Administration).

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 2021-22 Budget Reference:

List of Agency Pools not rolled to 2021-22 Budget Reference

All changes to 2020-21 (Fiscal Year 2020) Position Pool chart of accounts data needs to be completed before March 25, 2021.

Institution agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference on or after April 1, 2021 for changes to be applied to the April 22, 2021 paycheck.

Administrative agencies will need to update any position pools that did not roll to the new Fiscal Year Budget Reference on or after April 8, 2021 for changes to be applied to the April 28, 2021 paycheck.

Questions

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