State Agencies Bulletin No. 1601

Subject
Schedule for Submitting 2017 Year End Returned Checks
Date Issued
October 12, 2017

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.