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Date:July 18,2007
Bulletin Number: 735
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Subject

Procedures to Request Payroll Information from the Bureau of State Payroll Services, Office of the State Comptroller

Purpose

Provide notification to agencies of revised procedures and guidelines to request payroll information that agencies cannot access about NYS employees.

Effective Date

Immediately.

Background

OSC receives many requests for payroll information from State employees, agencies, and third parties.  OSC has established procedures to protect the personal privacy and safeguard the confidentiality of NYS employees’ personal data.  Requests for payroll information should be submitted to the employee's employing agency payroll or personnel office, rather than to OSC.

Agency Actions

Agencies are encouraged to provide employees with their Agency Code (five digit code number) and the address of the agency payroll office to share with third parties (banks, lenders, etc.).  Third parties may then direct their inquiries to the appropriate office.

Requests from current and former State employees and government agencies should be submitted to agency payroll or personnel offices.  Agencies should make every attempt to provide appropriate information to legitimate requestors in accordance with agency internal procedures for the release of personal information.

If the agency does not have the data requested and there is a reasonable expectation that the data is maintained by OSC, the agency may take one of the following actions:

  • The agency may contact the Communication and Customer Support (C&C) Section of the Bureau of State Payroll Services on behalf of the requestor by sending an email to the payroll history mailbox.
  • The agency may instruct a requestor who is other than a current or former State employee to contact the Communications and Customer Support Section directly at Office of the State Comptroller, 110 State Street, Mail Drop 8-3, Albany, NY  12236.  In this case, requests must be submitted in writing, on official letterhead and specify the information requested, the use of the information and a fax number or address for replying to the request.  All requests must include a signed release from the employee.  No information may be provided for telephone requests.
  • The agency may instruct a requestor who is a current or former State employee to contact the Communications and Customer Support Section directly at the above address.  The request must include an original Personal Privacy Protection Law Release form or a notorized written authorization signed by the employee.  This authorization must specify the information to be released, to whom the information is to be disclosed and how the information will be used.  No information may be provided for telephone requests.
Additional Resources

In the event that the agency payroll or personnel office is unable to assist the employee, the following information may be given to employees:

  • Inquiries regarding employment history prior to 1998 may be emailed to payrollhistory@osc.state.ny.us.  However, a Personal Privacy Protection Law Release form must be submitted to the C&C Section prior to release of the information.Inquiries about involuntary deduction matters may be referred to the Deductions Operations Section, 110 State Street, 8th floor, Albany, NY 12236 at (518) 474-4042.
  • Inquiries about involuntary deduction matters may be referred to the Deductions Customer Service Team, 110 State Street, 8th floor, Albany, NY 12236 at (518) 474-4042 or emailed to payrolldeduction@osc.state.ny.us.
OSC Actions

In situations where the agency contacts C&C directly on behalf of the requestor, C&C will release the payroll information as requested by the employee by telephone, mail, email or fax to the agency. In situations where the requestor submits a completed, notarized Personal Privacy Protection Law Release form or a notarized letter, C&CS will release the payroll information to the designated recipient.

Requests received by OSC for information not maintained by OSC (e.g. character references, attendance, assessments, etc.) will be referred to the appropriate agency payroll office for response.

Related Payroll Bulletins

This bulletin replaces Payroll Bulletin No. 387, dated April 24, 2003.

Questions

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