This Bulletin Supersedes Payroll Bulletin 1964

Purpose: 

The purpose of this bulletin is to notify agencies of updates to the process for requesting a stop payment for a replacement, reversal, or exchange of a NYS payroll paper check through PayServ.

Background:

State agencies submit all payroll check stop payment, replacement, reversal, and exchange requests through PayServ. These requests are then reviewed and approved or denied by OSC. As a result of changes to how these requests are processed, stop payment requests can no longer be canceled once approved by OSC.

The Payroll Check Notification Report (Payroll Bulletin 2243.2) will continue to be posted to the PayServ Bulletin Board twice per week to show the status of these transactions.  This report will include three months of historical information.

Note: For NYS payroll check replacement, the Payee Reference/Invoice No. on the replacement check is the original check number combined with the original check date as listed on the Payroll Check Notification Report.

Note: Direct Deposit Reversal/Delete requests must be submitted through the Request for Payroll Direct Deposit Delete or Reversal panel of PayServ. See Payroll Bulletin No. 422.3, New Process to Request a Direct Deposit Delete or Reversal.

Effective Dates:

This change will be effective September 12, 2025.

OSC Actions:

OSC’s Bureau of State Payroll Services will review and approve or deny each payroll check stop payment, replacement, reversal, or exchange request in PayServ. Once approved, a stop payment request cannot be canceled. After the stop payment has been confirmed by the bank, replacement payroll checks are processed daily through the Statewide Financial System (SFS). These checks are mailed to the employee’s preferred mailing address located on the Modify a Person page in PayServ or to a deceased employee’s next-of-kin. 

Agency Actions:

Agencies must:

• Submit all payroll check stop payment, replacement, reversal, or exchange requests through the Request Stop Payment panel in PayServ.
• If the stop payment is for a lost or destroyed payroll check that requires a reversal, agencies must also email a completed AC 230 Worksheet to the Payroll Reversal and Exchange mailbox simultaneously. If the AC 230 Worksheet is not submitted at the time of the stop payment request, the stop payment request may be denied. Comments must be included in the stop payment request indicating the dates of the overpayment.
• If the stop payment is for a lost or destroyed payroll check that requires an exchange, agencies must also email a completed AC 1476 and supporting documents to the Payroll Reversal and Exchange mailbox. Comments must be included in the stop payment request indicating the reason for the exchange (example: death of payee, incorrect payee name).
• Ensure the employee’s address is up to date on the Modify a Person page and verify the selected mailing distribution in the Update Payroll Option page in PayServ.
• If a second stop payment and reissue request is needed, please email the Uncashed NYS Payroll Checks mailbox.

Access to the Request Stop Payment module is available to agency users with the Paycheck Inquiry (SAU3) and Deduction and Tax Maint (SAU6) update security roles. Please see your agency's PayServ Security Coordinator to obtain access. Only one of these roles is needed to obtain access.

For questions regarding submitting a request through PayServ, please see the Payroll Improvement Project Bulletin No. PIP-008.1 and the Request Stop Payment Job Aid.

Questions:

Questions should be directed to the Uncashed NYS Payroll Checks mailbox.