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Date: September 1, 2015

Bulletin Number: 1418

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Subject SFS Chartfield Strings in PayServ with 09/15/2015 & 09/30/2015 Lapse Dates

Purpose

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

Overview

Certain chart of accounts strings in SFS that are attached to position pools in PayServ will be lapsing and will no longer be available for use in PayServ.

OSC will provide a spreadsheet of all current position pools that are associated with a chart of accounts string that is scheduled to lapse on 09/15/2015 or 09/30/2015.  A link will be posted on the PayServ bulletin board 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 chart of account strings.

If the chartfield string is lapsing on 09/15/2015, agencies will need to insert a new row into PayServ on the Department Budget Table USA with a valid chartfield string effective the beginning of the pay period for the following check dates (Institution – 09/17/2015 & Administration – 09/23/2015). These updates must be completed in PayServ by 09/08/2015 (Institution) and   09/15/2015 (Administration) to ensure the Payroll files can be successfully processed in SFS.

If the cost center is lapsing on 09/30/2015, 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 – 10/01/2015 & Administration – 10/07/2015). Due to the SFS EE1 Upgrade, these updates must be completed in PayServ by 9/15/15 (Institution & Administration) to ensure that the Payroll files can be successfully processed in SFS.

If no action is taken by the agency before the above mentioned due dates, OSC Payroll will move all positions attached to the lapsing position pool to the ZZZ position pool established for that department. If the ZZZ position pool also contains a lapsing account code, OSC Payroll will contact your agency to make the necessary changes. OSC Payroll will also update all pools that contain chartfield strings due to lapse to a status of Inactive.

Job aids have been made available to assist agencies in the updating of the position pools in PayServ using the new process created with the COA conversion implemented in June 2015.

http://www.osc.state.ny.us/payroll/coaconversion.htm

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/opadvisory_6.htm