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 SUNY employee records will be affected (except Agency Code 28990).

Background: 

In order to correctly calculate the charges for the split payroll for fiscal year ending 2024-25 and the fiscal year beginning 2025-26, the PayServ chart of accounts must be updated to reflect the 2025-26 budget references where appropriations and segregations 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: 

Administration paychecks dated July 2, 2025, and

Institution paychecks dated July 10, 2025

OSC Actions:

OSC Payroll will begin June Lapsing and Fiscal Year End Rollover activities on June 18, 2025, for the paycheck dates July 2, 2025 (Administration) and July 10, 2025 (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.

OSC Payroll will provide the agencies with a list of position pools that will not roll to the 2025-26 Budget Reference for the 2025 Fiscal Year in PayServ (See below in Agency Actions).

OSC Payroll will provide the agencies with a list of position pools that contain lapsing chartfield strings that are due to lapse on June 30, 2025 (Refer to Bulletin D25-082).

Agency Actions: 

Agencies should review the list below 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. 

All changes to 2024-25 (Budget Year 2024) position pool chart of accounts data need to be completed before June 18, 2025. This includes all position pools that contain chartfield strings due to lapse on June 30, 2025.

Agencies should review Bulletin D25-082 for a list of chartfield strings due to lapse on June 30, 2025.

Institution and Administration agencies should not make any changes to the Department Budget Table USA on or after June 18, 2025 until the July 10, 2025 paycheck has been confirmed (July 2, 2025).

Attached are a list of position pools that contain a chart of accounts string that OSC Payroll has indicated will NOT roll to the new Fiscal Year Budget Reference.

See attachment:

SUNY Pools not rolled to 2025-26 Budget Reference

Questions: 

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