State Agencies Bulletin No. 1931

Subject
Updating PayServ Chartfield Strings for September Lapsing Events
Date Issued
August 11, 2021

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 09/15/2021 or 09/30/2021 are affected.

Background

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

Effective Dates

Effective 09/15/2021 and 09/30/2021.

OSC Actions

The attachment below lists all current position pools associated with a chart of accounts strings scheduled to lapse on 09/15/2021 or 09/30/2021. This information will be made available on the PayServ bulletin board and OSC website as well.

See Attachment

Agency Actions

Agencies must ensure any position pools appearing on the spreadsheet are updated with valid chart of accounts strings.

If the chartfield string is lapsing on 09/15/2021, agencies must insert a row into PayServ on the Department Budget Table USA with a valid chartfield string effective beginning of the pay period for the following check dates:

Cycle

Date

Administration 09/15/2021
Institution 09/23/2021

These updates must be completed in PayServ by 09/08/2021 (Administration) and 09/15/2021 (Institution) to ensure Payroll files can be successfully processed in SFS.

If the chartfield string is lapsing on 09/30/2021, agencies must insert a row in PayServ with a valid chartfield string effective the beginning of the pay period for the following check dates:

Cycle

Date

Administration 09/29/2021
Institution 10/07/2021

These updates must be completed in PayServ by 09/29/2021 (Institution) and 10/06/2021 (Administration) to ensure Payroll files can be successfully processed in SFS.

If no action is taken by the agency before the above mentioned 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 contact your agency requesting necessary changes. OSC Payroll will also update all pools containing chartfield strings due to lapse to a status of Inactive.

Job aids are available to assist updating the position pools in PayServ using the process created with the COA conversion implemented in June 2015.

Questions

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

All related resources regarding lapsing, including the OSC Accounting Operations Advisory Number 6, are available at the Operational Advisories page of OSC’s website.