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, 2023, 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 5, 2023, and
Institution paychecks dated July 13, 2023
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, 2023 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 22, 2023, in order for them to be used in PayServ for the Administration check dated July 5, 2023.
If the chartfield string is lapsing on 06/30/2023, 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:
| Inst Cycle | 07/13/2023 Begin Date | Admin Cycle | 07/05/2023 Begin Date | |
|---|---|---|---|---|
| Current | 06/29/2023 | Current | 06/22/2023 | |
| Lag | 06/15/2023 | Lag | 06/08/2023 | |
| X-Lag | 06/08/2023 | X-Lag | 06/01/2023 |
These updates must be completed in PayServ before June 22nd for the Administration check dated July 5, 2023, and the Institution check dated July 13, 2023 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].