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Date: August 26, 2014

Bulletin Number: 1339

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Subject

SFS cost centers in PayServ for 09/15/2014 & 09/30/2014 lapse dates

Purpose

To inform agencies that position pools in PayServ may require updates for SFS lapsing.

Overview

Certain cost centers in SFS will be lapsing and will no longer be available for use in PayServ.

OSC will provide a weekly spreadsheet of all current position pools that are associated with a cost center that is scheduled to lapse on 09/15/2014 or 09/30/2014.  A link will be posted on the PayServ bulletin board on a weekly basis as well as the OSC website.

See Attachment

Agency Impact

Agencies will have to ensure that any position pools that appear on the spreadsheet are updated with valid cost centers.

If the cost center is lapsing on 09/15/2014, 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 – 09/18/2014 & Administration – 09/24/2014). These updates must be completed in PayServ by 09/10/2014 (Institution) and 09/17/2014 (Administration) to ensure the Payroll files can be successfully processed in SFS.

If the cost center is lapsing on 09/30/2014, agencies will need 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 – 10/02/2014 & Administration – 10/08/2014). These updates must be completed in PayServ (Institution – 09/24/2014 & Administration – 10/01/2014) to ensure that the Payroll files can be successfully processed in SFS.

If an agency fails to make necessary corrections to positions pools, it could result in an interruption of SFS lapsing processing. If no action is taken before the above mentioned due dates, OSC Payroll will move all positions listed to the ZZZ position pool established for that department.  If the ZZZ position pool also contains a lapsing account code, OSC Payroll will be contacting your agency to make the necessary changes.

Questions

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

All related resources for agencies regarding lapsing (including the OSC Accounting Operations Advisory Number 6) can be found at:
http://www.osc.state.ny.us/agencies/operational_advisories/index.htm