State Agencies Bulletin No. 1655

Subject
Updating PayServ Chartfield Strings for June Lapsing Events
Date Issued
May 17, 2018

Purpose

To inform agencies that Position Pools and/or Chartfield Strings in PayServ may require updates for lapsing

Affected Employees

All agencies with appropriations due to lapse on June 30, 2018

Background

Appropriations allocated to certain chartfield strings will be lapsing on the above date and will no longer be available for payroll charges.

Effective Date(s)

Institution pay checks dated July 5, 2018

Administration pay checks dated July 11, 2018

OSC Actions

OSC has provided a spreadsheet of all current position pools that are affected by lapsing. A link will be posted on the PayServ Bulletin Board as well as the OSC website.

Because June 30th falls on a non-business day (Saturday) this calendar year, the actual lapse date in the SFS system will be June 29, 2018.

See attachment:

June 30, 2018 Lapsing Chartfield Strings in PayServ

Agency Actions

Agencies must ensure that any position pools that appear on the spreadsheet are updated with valid chartfield strings. If an agency does not believe that the chartfield string associated with the position pool is lapsing they must contact their Appropriation Section Representative in OSC’s Bureau of State Accounting Operations to have this information corrected in SFS so PayServ can receive the valid string detail.

Any changes needed in SFS must be completed before June 21, 2018 in order for them to be used in PayServ for the Institution check dated July 5, 2018.

If the chartfield string is lapsing on 6/30/2018, agencies must insert a new row into the Department Budget Table USA (refer to Job Aid for instructions) in PayServ related to that position pool with a valid chartfield string effective the beginning of the pay period for the check dates listed above. Examples of these dates are as follows:

Inst
Cycle
7/5/2018
Beg Date
Admin
Cycle
7/11/2018
Beg Date
Current 6/21/2018 Current 6/28/2018
Lag 6/7/2018 Lag 6/14/2018
X-Lag 5/31/2018 X-Lag 6/7/2018

These updates must be completed in PayServ before June 21st for the Institution check dated 7/5/2018 and the Administration check dated 7/11/2018 to ensure that the Payroll files can be successfully processed in SFS.

Questions

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

Questions related to SFS should be directed to http://www.sfs.ny.gov.

Questions related to lapsing appropriations should be directed to the agency’s Appropriation Section Representative or [email protected].