Purpose

To inform agencies of the upcoming rollover of the chart of accounts strings mapped to the Position Pools in PayServ

Affected Employees

All employee records will be affected, excluding SUNY (except Agency Code 28990) and CUNY

Background

In order to correctly calculate the charges for the split payroll for fiscal year ending 2018-19 and the fiscal year beginning 2019-20, the PayServ chart of accounts must be updated to reflect the 2019-20 budget references where $0 appropriations have been created by the Bureau of State Accounting Operations.

The appropriation charges to be used for the following fiscal year-end payroll allocation percentages are outlined in the Guide to Financial Operations, Section XV.6.A.

Effective Date(s)

Administration pay checks dated April 3, 2019

Institution pay checks dated April 11, 2019

Eligibility Criteria

All employees paid through PayServ, excluding SUNY (except Agency Code 28990), CUNY, Departments 04XXX and 21XXX (except 21400, 21450 and 21600)

OSC Actions

OSC Payroll will begin Fiscal Year End activities on March 21, 2019 for the paychecks dated April 3, 2019 (Administration) and April 11, 2019 (Institution). This will include the completion of the roll-over to the Department Budget Table USA containing the chart of accounts strings for agency position pools.

There should be no disruption to PayServ system availability during this time.

Administrative agencies should not make any changes to the Department Budget Table USA on or after March 21, 2019 until the April 3, 2019 paycheck has been confirmed and distributed (March 28, 2019).

Institution agencies should not make any changes to the Department Budget Table USA on or after March 28, 2019 until the April 11, 2019 paycheck has been confirmed and distributed (April 4, 2019).

Please refer to SFS for any information regarding when the payroll charges will appear in SFS. For agencies that utilize the NHRP521 (Agency Back-End Splits), the file will not be accepted during the SFS Fiscal Year End Blackout period for checks dated April 3, 2019 (Administration) and April 11, 2019 (Institution).

Agency Actions

Agencies should review the attached list of Department Budget Table USA Rows for Position Pools that contain chart of accounts strings that will not roll-over to the 2019-20 Budget Reference.

List of Agency Pools not rolled to 18-19 Budget Reference

All changes to 2018-19 (Budget Year 2018) Position Pool chart of accounts data needs to be completed before March 21, 2019.

Administrative agencies must update any position pools that did not roll to the new Fiscal Year Budget Reference after March 27th, 2019 for changes to be applied to the April 17, 2019 paycheck.

Institution agencies must update any position pools that did not roll to the new Fiscal Year Budget Reference after April 3, 2019 for changes to be applied to the April 25, 2019 paycheck.

Questions

Questions may be directed to the Payroll System Support Group mailbox. Please include this bulletin number in the email subject line.