State Agencies Bulletin No. 2122

Subject
Automatic System Termination of Employees Not Paid for More Than One Year
Date Issued
March 29, 2023

Purpose

The purpose of this bulletin is to inform agencies of the automatic system termination of employees who have not received a paycheck since 12/31/2021, and to provide agencies instructions for the use of Reason Code ACV to identify employees who should not be included in the automatic system termination program.

Affected Employees

Employees who meet the following criteria may be affected:

  • Payroll Status: Active
  • No paychecks issued after the check date of 12/31/2021
  • Comp Rate Code: HRY, AJT, FEE

All departments are included, with the following exceptions:

  • Legislature (Deptids 04XXX)
  • Division of Military and Naval Affairs (Deptids 01071 and 01072)
  • Civil Service Test Monitors (Deptid 08060)
  • Unified Court System Proctors (Deptid 05017)
  • All City University of New York agencies (Deptids 70XXX)

Background

In an effort to clean up payroll data, records of employees who have not received a paycheck since 12/31/2021 and who meet the other specific criteria listed in Affected Employees will be automatically terminated. This process may continue on an annual basis.

Effective Dates

The automatic system terminations will be processed on 04/06/2023 for both Administration and Institution cycles.

Control-D Report Available Prior to Processing

The following Control-D report will be available 03/28/2023 for agency review before the automatic system terminations have been processed:

NHRP770 – Prior Termination Report

This report identifies all employees with records that meet the eligibility criteria for automatic termination. The report includes the Department ID, Department Description, EmplID Number, Empl Record, Employee Name and the Last Check Date.

Agency Actions

To exclude employees from the automatic system termination process, agencies must identify all employees from Control-D Report NHRP770 who should not be included in the automatic system termination process.

The agency must then enter a row on the employee’s Job Data page using Action/Reason code DTA/ACV with an effective date no later than 03/29/2023 for employees on the Administration cycle or 04/05/2023 for employees on the Institution cycle.

Please note: All DTA/ACV transactions must be entered no later than 04/05/2023.

OSC Actions

On 04/06/2023 OSC will automatically insert a row on the employee’s Job Data page effective the date of the last paycheck issued or the date of the maximum effective dated row on Job Data, whichever is greater, using Action/Reason code TER/STE unless the agency has entered an Action/Reason code of DTA/ACV in the employee’s record.

Control-D Reports Available After Processing

The following Control-D report will be available on 04/07/2023 for agency review after the automatic system terminations have been processed. The report will be sorted by Department ID, then by employee name in alphabetical order.

NHRP748 – Post Termination Report

This report identifies all employees who had records that were automatically terminated. The report includes the Department ID, Department Description, EmplID Number, Empl Record, Employee Name, Effective Date of Termination and Sequence Number.

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.