State Agencies Bulletin No. 801

Reporting Line Number Changes and Budget Year Changes for Fiscal Year 2008-09
Date Issued
March 7, 2008


To inform agencies of the process for reporting line number changes and to describe how account codes will be charged in Fiscal Year 2008-09.

Affected Employees

Employees with line number changes reported in NYSTEP

Effective Date(s)

3/27/08 - Institution

4/3/08 - Administration

Agency Actions

Reporting Line Number Changes

Agencies should report line number changes first in NYSTEP. When reporting these line number changes, use LNR (Line Item Realignment); do not use MOV. Upon approval by NYSTEP, agencies then should report these changes in PayServ. There is no automatic mass realignment process in PayServ.

To report line number changes in PayServ, agencies must update the Position Data page to reflect the new line numbers using the following path:

  • Home>Develop Workforce>Manage Positions>Use>Position Data (Agency)

On the Position Data page, insert a row and enter the effective date (3/27/08 for Institution or 4/3/08 for Administration). Enter the appropriate line number. The Action of Z12 will automatically default on the Description page. If applicable, enter Pool ID changes on the Specific Information page by expanding the Education and Government section at the bottom of the page.

If the position is filled, a row will be automatically inserted on the incumbent’s Job Data record when the position is saved. The following messages will appear: “New Job Row will be inserted for Incumbent XXX-XX-XXXX on EffDt 2008-XX-XX. Continue? (1000,193)

A new Job Row will be inserted for the Incumbent on the effective date mentioned above. Do you want to continue?” Click “Yes” and save the page. If the incumbent has a row on Job Data that is subsequent to the effective date of the line change, the incumbent will not be automatically updated.

In this case, the agency is required to select the Action of New Posn on the Job Action Request page and enter the effective date of the line change and the Reason of CHL. A position change must be requested for all affected rows existing on Job Data.

The Position should be updated before other transactions for Pay Period 1 are reported on Job Data or the Job Request page in order to ensure the appropriate information is reflected on the employee’s record.

OSC Actions

Position Pool IDs

The account code for the Position Pool IDs will be charged automatically to Fiscal Year 2008-09 when the maximum effective date on the account code table is April 1, 2008, unless a Budget Year is specified on the Position Pool Table. It is not necessary to insert a row to make any changes on the Position Pool Table.

Continuous Split Charges currently reported on the Position Pool Table will not be cancelled.

Deleting Position Pools

If a Position Pool is no longer used by the agency and should be deleted, please notify Kathy Potter at (518) 474-7658. Please make sure no position numbers are tied to that Position Pool.


Questions concerning line number changes may be emailed to the Position Management mailbox.