State Agencies Bulletin No. 342

Subject
Year End Processing and Deadlines for Returned Paychecks (AC-230's)
Date Issued
October 16, 2002

Purpose

To notify agencies of AC-230 (Report of Check Returned for Refund or Exchange) procedures and deadlines.

Processing Rules For Returned Checks

Pursuant to the instructions on the AC-230, do not return any payroll checks to OSC for a partial refund if either of the following situations exist:

  1. The employee is still actively employed by your agency or any other state agency.
  2. The employee is due any regular and/or lump sum payments that are equal to or exceed the amount to be refunded.

Processing Dates

To efficiently process AC-230's and related year-end procedures, AC-230's must be received by OSC no later than the following:

Check Date Received by OSC
Prior to 10/1/2002 11/01/2002
10/1/2002 to 10/31/2002 11/22/2002
11/1/2002 to 11/30/2002 12/13/2002
12/1/2002 to 12/31/2002 01/02/2003-Inst.
01/08/2003-Admin.

AC-230's received after these deadlines may not be reflected in the 2002 W-2s. Accordingly, agencies will be responsible for issuing corrected W-2s for each affected employee.

Questions

Questions regarding this bulletin may be directed to the Payroll Deductions mailbox.