Purpose:
The purpose of this bulletin is to provide agencies with the schedule for payroll submission and the dates for availability of payroll reports and files.
Background:
Each fiscal year, OSC provides a schedule of cutoffs and pertinent payroll processing dates agencies must follow. This bulletin provides agency entry deadlines for the following processes:
- Automated Interface Submission
- Online Earnings Transaction Entry
- Miscellaneous Time Entry File Submission
- Online Deduction, Tax, and Direct Deposit Transaction Entry
- Electronic Certification Submission Date
- Online Back End Split Entry
For a detailed explanation of the payroll processing schedule please see the OSC and Agency Processing Schedule presentation from the 2022 OSC Fall Conference.
Effective Dates:
Effective fiscal year 2023-2024.
Deadlines:
For agencies paid on a lag basis, the submission deadline is generally the last day of the payroll period (Wednesday). For agencies paid on a current basis, the submission deadline is generally the last day of the previous payroll period (Wednesday).
Due to holidays and special processing, earlier submission deadlines are necessary to ensure paychecks are issued timely. To assist agencies in identifying earlier deadlines, those dates are in bold on the 2023-2024 Schedule for Agency Payroll Submission and Report and File Availability.
Note: Agencies will be notified of any changes to the cutoff dates via the PayServ Bulletin Board if they occur.
Automated Interface Files
Inbound files must be submitted by the established deadlines to ensure timely processing.
Time Entry Transactions
Online Time Entry earnings may be entered only during the time frames listed on the schedule. Agencies submitting Miscellaneous Payment Files may enter corrections for rejected file transactions on the workday following the file submission deadline. Time Entry, Additional Pay and Job Requests submitted after the deadlines mentioned above, may be deleted if sufficient time doesn't exist to conduct a proper audit of the transactions.
Deductions Transactions
Entry into General Deductions Data may only be done during the time frames listed on the schedule. Entries that are entered early for a future pay period may be deleted by Payroll Deductions.
Payroll Certification
Agencies must follow the procedures for certifying their payroll as instructed in Payroll Bulletin No. 1420 - New Procedures for Electronic Certification.
Agency Procedure: Entering Transactions After the Deadline:
Earnings
After the agency deadline, the agency must not enter any data into the Position Data, Job Data, Job Action Request, Transfer Requests, Additional Pay, Hire, Rehire, or Add Concurrent Hire pages or new Time Entry transactions (aside from rejected Time Entry corrections noted above) until the second Friday after the agency deadline, unless the effective date of the action(s) is within or subsequent to the following pay period.
Requesting “Additional (Late)” Transactions
OSC recognizes that occasionally there may be an extraordinary circumstance that prevents an agency from meeting the established deadline.
If an agency determines after the submission deadline that there is an urgent transaction that was not entered, the agency must contact their payroll auditor, using the Agency Auditor Listing available on the PayServ Bulletin Board, for approval prior to entering the transaction.
General Deductions/Direct Deposit
If an agency anticipates a delay or has technical issues that prevent the agency from meeting the established deadline of online deductions or direct deposit, the agency must send an email to the appropriate deduction mailbox (PayrollDeduction, PayrollRetirement, or DDReturnsAndReversals) to report the problem.
Taxes
If an agency anticipates a delay or has technical issues that prevent the agency from meeting the established deadline of taxes, the agency must send an email to the Tax and Compliance mailbox to report the problem.
Questions:
Questions regarding this bulletin may be directed to the Payroll Certification mailbox.