State Agencies Bulletin No. 1511

Subject
Schedule for Submitting 2016 Year End Returned Checks
Date Issued
October 13, 2016

Purpose

To notify agencies of the 2016 Year End processing schedule for AC-230s (Report of Check Returned for Refund or Exchange)

Background

To maintain the efficiency of AC-230 processing and ensure accuracy of W-2 reporting for 2016, agencies must submit AC-230s to OSC in accordance with the processing schedule outline in this bulletin.

Agencies should always forward payroll checks to the appropriate entity as soon as possible. As part of OSC’s Uncashed Payroll Check Outreach, any paychecks issued in 2015 that are not cashed, reversed or reissued will be turned over to the Office of Unclaimed Funds in March, 2017.

Processing Dates

Paychecks issued prior to September 29, 2016 are due immediately.

Pay Checks Issued On Must be Received by OSC No Later Than
September 29, 2016
October 5, 2016
October 21, 2016
October 13, 2016
October 19, 2016
October 28, 2016
October 27, 2016
November 2, 2016
November 10, 2016
November 10, 2016
November 16, 2016
November 25, 2016
November 23, 2016
November 30, 2016
December 9, 2016
December 8, 2016
December 14, 2016
December 23, 2016
December 22, 2016 December 30, 2016
December 28, 2016 January 6, 2017

Processing Rules for Returning Checks

In accordance with the instructions for AC-230 processing, agencies are reminded that payroll checks should not be returned to OSC if either of the following situations apply:

  • The employee is still actively employed by any State agency.
  • The employee is due any regular and/or lump sum payments that are equal to or exceed the amount to be returned.

Agencies must email the Payroll Deduction mailbox to obtain prior approval to submit an AC-230 for a situation that warrants making an exception to the above.

Agency Actions

Agencies must be diligent in their efforts to submit AC-230s timely. The NPAY539 (Non-Negotiated Payroll Checks) Control-D report, as described in Payroll Bulletin No. 908 (Non-Negotiated and/or Undeliverable New York State Payroll Checks) was created as a tool for agencies to identify outstanding checks and take appropriate action.

Questions

Questions regarding this bulletin should be directed to the Payroll Deduction mailbox.