NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  March 18, 2003

Bulletin No. 374


Subject Fiscal Year Changes for the Budget Year 2003
Purpose To inform agencies of the new Fiscal Year 2003 process.
Affected Employees All agencies - Fiscal Year beginning April 1, 2003
Effective Date March 27, 2003 for Admin payrolls
April 3, 2003 for Institution payrolls
Agency Actions Reporting Line Number Changes:
Agencies should first report the line change to NYSTEP, and upon approval by NYSTEP, report the line change in PaySR. There is no automated mass realignment process in PaySR. To report the line change in PaySR, the agency must update the Position Data panels to reflect the new line number using the following path:

Go
Manage Positions
Use
Position Data (Agency)
Position Data 1
Update/Display

Insert a row and enter the effective date (March 27, 2003 for Admin payrolls and April 3, 2003 for Institution Payrolls). Enter appropriate line number, and if applicable, pool id. The Action of Z12 will automatically default on the Position Data 1 panel and if the position is filled, a row will automatically be inserted on the incumbent's Job Data record when the position transaction is saved. However, if the incumbent has a row on Job Data that is subsequent to the effective date of the line change, the incumbent will not be automatically updated. In this case, the agency is required to enter the Action of Position Change and Reason of Chg Line on the Job Action Request panel using the date of the line change. A position change must be requested for all affected rows existing on Job Data.

The Position should be updated before other transactions for Pay Period 1 are reported on Job Data or on the Job Request panel in order to ensure the appropriate information is reflected on the employee's record.

OSC Actions Position Pool IDs:

The account code for the position pool Ids will automatically be charged to the new Fiscal Year 2003 when the maximum effective date on the Account Code Table is April 1, 2003, unless a Budget Year is specified on the Position Pool Table. It is not necessary to insert a row and make any changes on the Position Pool Table.

Continuous Split Charges currently reported on the Position Pool Table will not be cancelled.

Deleting Position Pools:

If a position pool is no longer used by the agency and should be deleted, please notify Kathleen Potter at (518) 474-9670. Please make sure no position numbers are tied to the position pool that is to be deleted.
Questions Questions regarding this bulletin may be directed to the Payroll Audit mailbox.