Purpose:

The purpose of this bulletin is to inform all 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:

To correctly calculate the charges for the split payroll for Fiscal Year Ending 2024-25 and the Fiscal Year Beginning 2025-26, the PayServ position pool chart of accounts must be updated to reflect the 2025-26 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 Dates:

Institution paychecks dated April 3, 2025 and Administration paychecks dated April 9, 2025.

Eligibility Criteria:

All employees paid through PayServ, excluding SUNY (except Agency Code 28990) and CUNY. 

OSC Actions:

OSC Payroll will begin Fiscal Year End activities on March 20, 2025 for the paychecks dated April 3, 2025 (Institution) and April 9, 2025 (Administration). 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. 

OSC Payroll will run a process on March 20, 2025 to update the Department Budget Table USA page to a read-only page which will prevent updates to position pool funding between the timeframe of March 20, 2025 and April 2, 2025. 

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

Institution and Administrative agencies will not be able to make any changes to the Fiscal Year 2024 Department Budget Table USA rows on or after March 20, 2025 until the April 9, 2025 paycheck has been confirmed and distributed (April 3, 2025). 

Please refer to Statewide Financial System (SFS) for any information regarding when the payroll charges will appear in SFS. 

For agencies using the NHRP521 Back-End Splits file, it will not be accepted during the SFS Fiscal Year End blackout period for checks dated April 3, 2025 (Institution) and April 9, 2025 (Administration). All other manual online back-end splits should not be processed during that time in order to allow the accurate calculation of the FYE split. 

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 2025-26 budget reference. 

List of Agency Pools not rolled to 2025-26 Budget Reference Budget Reference

All changes to 2024-25 (Fiscal Year 2024) position pool chart of accounts data need to be completed before March 20, 2025. 

Agencies will not be able to make any changes to position pools between March 20, 2025 and April 3, 2025. If an Agency needs to make any changes to position pools during this time, please reach out to [email protected]. 

Institution and Administrative agencies will need to update any position pools that did not roll to the new fiscal year budget reference after April 3, 2025 for changes to be applied to paychecks beginning on April 17, 2025. 

Questions:

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