Purpose
To notify agencies of the 2017 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 2017, agencies must submit AC-230s to OSC in accordance with the processing schedule outlined 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 2016 that are not cashed, reversed or reissued will be turned over to the Office of Unclaimed Funds in March, 2018. Outreach to employees with uncashed paychecks issued in 2016 is underway.
Processing Dates
Paychecks issued prior to September 28, 2017 are due immediately.
Pay Checks Issued On | Must be Received by OSC No Later Than |
September 28, 2017 October 4, 2017 | October 20, 2017 |
October 12, 2017 October 18, 2017 | October 27, 2017 |
October 26, 2017 November 1, 2017 | November 10, 2017 |
November 09, 2017 November 15, 2017 | November 24, 2017 |
November 22, 2017 November 29, 2017 | December 8, 2017 |
December 7, 2017 December 13, 2017 | December 22, 2017 |
December 21, 2017 | December 29, 2017 |
December 27, 2017 | January 5, 2018 |
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.