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Date: September 17, 2012 REVISED

Bulletin Number: 1180

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Subject

Updating PayServ Cost Centers for September Lapsing Events

Purpose

 To inform agencies that Position Pools and/or Cost Centers in PayServ may require updates for lapsing

Affected Employees

All Agencies

Check Date(s)

Institution – 9/20/2012 & 10/4/2012
Administration – 9/26/2012 & 10/10/2012

Effective Date(s)
Institution Cycle 9/12/2012 for check date of 9/20/2012
9/26/2012 for check date of 10/4/2012
Administration Cycle 9/19/2012 for check date of 9/26/2012
10/3/2012 for check date of 10/10/2012

Background

Appropriations allocated to certain cost centers will be lapsing on the above dates and will no longer be available for payroll charges.

OSC Actions

OSC will provide a spreadsheet of all current position pools that are affected by lapsing on 9/17/2012 or 10/1/2012.  A link will be posted on the PayServ Bulletin Board on a weekly basis as well as the OSC website.

See Attachment

Agency Actions

Agencies will have to ensure that any position pools that appear on the spreadsheet are updated with valid cost centers. If an agency does not believe that the cost center associated with the position pool is lapsing they will need to contact to their Appropriation Section Representative in OSC’s Bureau of Accounting Operations to have this information corrected in SFS. See Accounting Bulletin (A-636).

If the cost center is lapsing on 9/17/2012, agencies will need to insert a new row into PayServ with a valid cost center effective the beginning of the pay period for the following check dates (Institution – 9/20/2012 & Administration – 9/26/2012). These updates must be completed in PayServ by (Institution – 9/12/2012 & Administration – 9/19/2012) to ensure that the Payroll files can be successfully processed in SFS.

If the cost center is lapsing on 10/1/2012, agencies will to insert a new row in PayServ with a valid cost center effective the beginning of the pay period for the following check dates (Institution – 10/4/2012 & Administration – 10/10/2012). These updates must be completed in PayServ (Institution – 9/26/2012 & Administration – 10/3/2012) to ensure that the Payroll files can be successfully processed in SFS.

Questions

Questions regarding this bulletin should be directed to the Payroll Systems mailbox (payrollsystemquestions@osc.state.ny.us). 

Questions related to SFS should be directed to http://www.sfs.ny.gov

Questions related to lapsing appropriations should be directed to the agency’s Appropriation Section Representative.