Purpose

The purpose of this bulletin is to inform 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), CUNY, and Departments 04XXX and 21XXX (except 21400, 21450, and 21600).

Background

To correctly calculate split payroll charges for fiscal year ending 2021-22 and the fiscal year beginning 2022-23, the PayServ chart of accounts must be updated to reflect the 2022-23 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 Institution paychecks dated April 7, 2022 and Administration paychecks dated April 13, 2022.

OSC Actions

OSC Payroll will begin Fiscal Year-End activities on March 24, 2022 for the paychecks dated April 7, 2022 (Institution) and April 13, 2022 (Administration). This includes 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 2022 Department Budget Table USA rows on or after March 24, 2022 until the April 7, 2022 paycheck has been confirmed and distributed (March 30, 2022).

Administration agencies should not make any changes to the FY 2022 Department Budget Table USA rows on or after March 31, 2022 until the April 13, 2022 paycheck has been confirmed and distributed (April 7, 2022).

Please refer to SFS for any information regarding when the payroll charges will appear in SFS.

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 7, 2022 (Institution) and April 13, 2022 (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 2022-23 Budget Reference:

List of Agency Pools not rolled to 2022-23 Budget Reference

All changes to 2021-22 (Fiscal Year 2021) Position Pool chart of accounts data must be completed before March 24, 2022.

Institution agencies must update any position pools that did not roll to the new Fiscal Year Budget Reference on or after April 7, 2022 for changes to be applied to the April 21, 2022 paycheck.

Administration agencies must update any position pools that did not roll to the new Fiscal Year Budget Reference on or after April 14, 2022 for changes to be applied to the April 27, 2022 paycheck.

Questions

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