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Date: February 9, 2014

Bulletin Number: 1354

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Subject New York State Payroll System (PayServ) Conversion to Statewide Financial System (SFS) Chart of Accounts – File Layout Release

Purpose To inform agencies of new file layouts for inbound and outbound file interfaces to PayServ to reflect the conversion from legacy cost centers to the new accounting structure (Chart of Accounts) in SFS.

Affected Employees

The accounting, reporting and payroll distribution data for all employees paid through PayServ will be affected. 
Background The State adopted a new Chart of Accounts (COA) in 2012 when it implemented the Statewide Financial System.  OSC is now aligning personal service charges with the new COA.  Following this conversion, agencies will be able to compare data across PayServ and SFS, allowing for easier reconciliation of payroll charges.

Effective Date(s)

Institution pay checks dated April 2, 2015 and
Administration pay checks dated April 8, 2015

Eligibility Criteria

All employees paid through PayServ

OSC Actions

OSC has identified the changes required to the inbound and outbound interface files resulting from the conversion to the new COA.

Interface File Layouts impacted

Inbound:
NHRP521 - One Time Distribution Interface - Agency Split File
Outbound:
NHRP501 - Agency Master File
NHRP522 - One Time Distribution Output File and Unload Interface

The following link is where agencies will be able to view the updated layouts as well as any future documentation related to the COA Conversion.  PayServ Chart of Accounts Conversion.

Changes to Control D report layouts as well as any data entry changes for on-line users will be provided in a separate bulletin at a later date.

Agency Actions

Agencies should work with their Information Technology staff to make the necessary changes to their internal systems to accept (or submit) these new layouts.

Testing of these new file layouts will be coordinated and communicated at a later date. 

Questions

Questions may be directed to System Support Group at payrollsystemquestions@osc.state.ny.us.  Please include the bulletin number in the Subject line of all emails pertaining to this bulletin.