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 September 15, 2022, or September 30, 2022, are affected.
Background
Certain chart of accounts strings in SFS that are attached to position pools in PayServ will be lapsing and will no longer be available for use in PayServ.
Effective Dates
Changes described in this bulletin are effective September 15, 2022, and September 30, 2022.
OSC Actions
The attachment below contains a spreadsheet of all current position pools that are associated with a chart of accounts string that is scheduled to lapse on 9/15/2022 or 9/30/2022. A link will be posted on the PayServ bulletin board as well as the OSC website.
Agency Actions
Agencies must ensure that any position pools that appear on the spreadsheet are updated with valid chart of account strings.
If the chartfield string is lapsing on 09/15/2022, agencies will need to insert a new row into PayServ on the Department Budget Table USA with a valid chartfield string effective the beginning of the pay period for the following check dates (Institution – 09/22/2022 & Administration – 09/28/2022). These updates must be completed in PayServ by 09/07/2022 (Institution) and 09/14/2022 (Administration) to ensure the Payroll files can be successfully processed in SFS.
If the chartfield string is lapsing on 09/30/2022, agencies will need to insert a new row in PayServ with a valid chartfield string effective the beginning of the pay period for the following check dates (Institution – 10/6/2022 & Administration – 10/12/2022). These updates must be completed in PayServ by 09/21/2022 (Institution) and 09/28/2022 (Administration) to ensure the Payroll files can be successfully processed in SFS.
If no action is taken by the agency before the above-mentioned due dates, OSC Payroll will update the position pools to reflect the chartfield string attached to the ZZZ (Default) position pool established for that department. If the ZZZ position pool also contains a lapsing account code, OSC Payroll will contact your agency to make the necessary changes. OSC Payroll will also update all pools that contain chartfield strings due to lapse to a status of Inactive.
Job aids have been made available to assist agencies in the updating of the position pools in PayServ using the process created with the COA conversion implemented in June 2015.
http://www.osc.state.ny.us/payroll/coaconversion.htm
Questions
Questions regarding this bulletin should be directed to the Payroll Systems Questions mailbox.
All related resources for agencies regarding lapsing (including the OSC Accounting Operations Advisory Number 6) can be found at:
http://www.osc.state.ny.us/agencies/operational_advisories/opadvisory_6.htm