State Agencies Bulletin No. 2013

Subject
Reporting Line Number and Budget Year Changes for Fiscal Year 2022-2023
Date Issued
March 15, 2022

Purpose

The purpose of this bulletin is to inform agencies of procedures for reporting line number changes and to explain how chartfield strings will be charged for fiscal year 2022-2023.

Affected Employees

Employees with line number changes reported in the New York State Electronic Personnel System (NYSTEP) are affected.

Effective Dates

Effective Administration checks dated 04/27/2022 and Institution checks dated 05/05/2022.

Agency Actions

Reporting Line Number Changes

Line number changes must be reported first in NYSTEP using the Title and Position Management (TPM) Mass Change Process for Line-Item Realignment (LNR); do not use a Position Move (MOV) via a TPM Short Form Request. Once approved in NYSTEP, agencies must report these changes in PayServ using the following procedures since there is no automatic mass realignment process in PayServ.

  1. Access the Add/Update Position Info page using the following path: Main Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.
  2. Insert a row on the Add/Update Position Info page using the Pay Period Effective Date for the paycheck date:
    1. Administration check date 04/27/2022 (Enter 03/31/2022 Lag or 04/14/2022 Current)
    2. Institution check date 05/05/2022 (Enter 04/07/2022 Lag or 04/21/2022 Current)
  3. The Reason code Z12 (Agency Update of Position Data) will automatically default on the Description page.
  4. Enter the appropriate value in the Line Number field.
  5. If applicable, update the Position Pool ID field on the Specific Information Page by expanding the Education and Government section at the bottom of the page.
  6. Click Save.

Incumbent Updating

If the position is filled, a row will be inserted automatically on the incumbent’s Job Data page when the position is saved, and the following message will appear:

“Examined: 1, Bypassed: 0, Update Errors: 0, Update Warnings: 0, Clean Updates 1. (24000,230)

During the Update Incumbent processing, the above counts reflect the number of incumbents examined for update, those for whom Job updating was bypassed, those for whom Job updates failed due to error, those for whom Job updates were successful with warning messages issued and those for whom Job updates were successful with no warning or error messages issued.”

Click ‘OK’.

If the incumbent has a row on the Job Data page that is after the effective date of the line number change, the incumbent will not be automatically updated. Agencies must submit a request to update these rows.

Note: a transaction must be requested for all affected rows on the employee’s Job Data page.

  1. Access the Job Action Request page using the following path: Main Menu > Workforce Administration > Administer Job Change Requests > Job Action Requests
  2. Select the New Posn button. Action – Posn Chg (Position Change) will default. Enter Action Reason CHL (Change Line).
  3. Enter the correct effective date in the Eff Date/Seq # field.
  4. Click Request.
  5. Click Save.

These changes should be completed before other transactions for Pay Period 1 are reported on the Job Data or the Job Action Requests page to ensure the appropriate information is reflected on the employee’s record.

Deleting Position Pools

If a Position Pool is no longer used by the agency and should be inactivated, insert a row on the Position Pool Table using the next pay period begin date as the Effective Date and change the Status by selecting Inactive from the drop-down list, then click Save. Please make sure no position numbers are tied to that Position Pool ID. A pool should not be inactivated when it is associated with a position regardless of whether it contains incumbents. Once the position pool is made inactive, the agency will then need to add a row to the Department Budget Table USA row associated with that Department and Pool ID. They should select Inactive from the drop-down list and click Save.

OSC Actions

Position Pool IDs

The chart field string for the Position Pool IDs will be charged automatically to fiscal year 2022-2023 based on the rollover of the position pools.

Continuous split charges currently reported on the Department Budget Table USA will not be canceled.

Questions

Questions regarding Line Number changes may be directed to the Position Management mailbox.

Questions regarding Chart Field Strings or Position Pool IDs may be directed to the Payroll System Questions mailbox.