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Date: March 12, 2013

Bulletin Number: 1240

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Subject

Reporting Line Number Changes and Budget Year Changes for Fiscal Year 2013-2014

Purpose

To inform agencies of the procedures for reporting line number changes and to explain how account codes will be charged in fiscal year 2013-2014.

Affected Employees

Employees with line number changes reported in the New York State Electronic Personnel System (NYSTEP).

Effective Date(s)

03/28/13 – Administration
04/04/13 – Institution

Agency Actions

Reporting Line Number Changes

Line number changes must be reported first in NYSTEP using the Title and Position Management (TPM) Mass Change Process for Line Item Realignment (LNR); do not use a Position Move (MOV) via a TPM Short Form Request.  Once approved in NYSTEP, agencies must report these changes in PayServ using the following procedures since there is no automatic mass realignment process in PayServ.

  1. Access the Position Data (Agency) page using the following path:

Home > Organizational Development > Position Management > Maintain Positions/Budgets > Position Data (Agency)

  1. Insert a row on the Position Data (Agency) page using an Effective Date of 03/28/13 (Administration) or 04/04/13 (Institution).
  2. The Reason code Z12 (Agency Update of Position Data) will automatically default on the Description page.
  3. Enter the appropriate value in the Line Number field.
  4. If applicable, update the Position Pool ID field on the Specific Information page by expanding the Education and Government section at the bottom of the page.
  5. Click SAVE.

Incumbent Updating

If the position is filled, a row will be inserted automatically on the incumbent’s Job Data page when the position is saved and the following message will appear:

“Examined: 1, Bypassed: 0, Update Errors: 0, Update Warnings: 0, Clean Updates 1. (24000,230)

During the Update Incumbent processing, the above counts reflect the number of incumbents examined for update, those for whom Job updating was bypassed, those for whom Job updates failed due to error, those for whom Job updates were successful with warning messages issued and those for whom Job updates were successful with no warning or error messages issued.”

Click ‘OK’.

If the incumbent has a row on the Job Data page that is subsequent to the effective date of the line number change, the incumbent will not be automatically updated.  The agency must submit a New Posn on the Job Action Request page using the effective date of the line number change and the Reason code CHL (Change Line).  A transaction must be requested for all affected rows on the employee’s Job Data page.

These changes should be completed before other transactions for Pay Period 1 are reported on the Job Data or the Job Action Request page in order to ensure the appropriate information is reflected on the employee’s record.

Review Payroll Bulletin 1129 and 1090 regarding updates to Cost Centers in the Statewide Financial System (SFS) and PayServ Account Codes and PayServ Data Conversion Requirements.

OSC Actions

Position Pool IDs

The Account Code for the Position Pool IDs will be charged automatically to fiscal year 2013-2014 when the maximum effective date on the Account Code Table is 04/01/13, unless a Budget Year is specified on the Position Pool Table.  It is not necessary to insert a row on the Position Pool Table to make changes unless the Budget Year specified needs to be updated.

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

Deleting Position Pools

If a Position Pool is no longer used by the agency and should be inactivated, insert a row on the Position Pool Table using Account Code 89999999  44444 (two spaces are required between the Cost Center 999999 and Account Value 44444).  Please make sure no Position Numbers are tied to that Position Pool ID.  A pool cannot be inactivated when it is associated to a position regardless of whether it is filled.

Questions

Questions regarding line number changes may be directed to the Position Management mailbox.

Questions regarding Account Codes or Position Pool IDs may be directed to the Payroll System Questions mailbox.