Purpose

The purpose of this bulletin is to inform agencies that position pools and/or chartfield strings in PayServ may require updates for lapsing.

Affected Employees

All agencies with appropriations due to lapse on June 30, 2022, are affected.

Background

Appropriations allocated to certain chartfield strings will be lapsing on the above date and will no longer be available for payroll charges.

Effective Dates

Administration paychecks dated July 6, 2022 and

Institution paychecks dated July 14, 2022

OSC Actions

OSC has provided a spreadsheet of all current position pools that are affected by lapsing. A link will be posted on the PayServ Bulletin Board as well as the OSC website.

See attachment:

June 30, 2022 Lapsing Chartfield Strings in PayServ

Agency Actions

Agencies will have to ensure that any position pools that appear on the spreadsheet are updated with valid chartfield strings. If an agency does not believe that the chartfield string associated with the position pool is lapsing they will need to contact their Appropriation Section Representative in OSC’s Bureau of State Accounting Operations to have this information corrected in SFS so PayServ can receive the valid string detail.

Any changes needed in SFS will need to be completed before June 23, 2022, in order for them to be used in PayServ for the Administration check dated July 6, 2022.

If the chartfield string is lapsing on 6/30/2022, agencies will need to insert a new row into the Department Budget Table USA (refer to Job Aid for instructions) in PayServ related to that position pool with a valid chartfield string effective the beginning of the pay period for the check dates listed above.  Examples of these dates are as follows:

Administration Payroll: Check Date of 7/06/2022

Institution Payroll: Check Date of 7/14/2022

These updates must be completed in PayServ before June 23rd for the Administration check dated 7/6/2022 and the Institution check dated 7/14/2022 to ensure that the Payroll files can be successfully processed in SFS.

Questions

Questions may be directed to the Payroll System Support Group at [email protected]. Please include this bulletin number in the email subject line.

Questions related to SFS should be directed to http://www.sfs.ny.gov.

Questions related to lapsing appropriations should be directed to the agency’s Appropriation Section Representative or [email protected]