NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  March 20, 2003

     Bulletin No. 376

Subject Schedule for Agency Payroll Submission and Availability of Reports and Files
Purpose To provide agencies with the schedule for payroll submission and the dates for availability of payroll reports and files.
Affective Date Fiscal Year 2003 through the check date of Admin 6/18/03.

A new schedule will be issued with deadlines to accommodate the upgrade of the payroll system scheduled for 8/4/03.
Deadlines For agencies paid on a lag basis, the submission deadline is generally the last day of the payroll period (Wednesday). For agencies paid on a current basis, the submission deadline is generally the last day of the previous payroll period (Wednesday).

Due to holidays and special processing, earlier submission deadlines are necessary to ensure that paychecks are issued timely. To assist agencies in identifying the earlier deadlines, the dates have been bolded on the schedule.

NOTE: Dates stated may be subject to change due to unanticipated payroll processing requirements. 

Time Entry Transactions
On-line Time Entry earnings may be entered only during the time frames listed on the schedule. Agencies submitting Miscellaneous Payment Files may enter corrections for rejected file transactions on the workday following the availability of the Reveal Report, NPAY502 Rejected Time Entry Transactions.

Miscellaneous File Transactions and Data Capture Files
Inbound Files must be submitted by the established deadlines to ensure timely processing. If an agency anticipates a delay or has technical issues that prevent an agency from meeting the established deadline, the agency representative must contact the Payroll Systems Reporting Team at (518) 402-4168 or (518) 473-7426 to report the problem.

Attached is the Schedule for Agency Payroll Submission and Report and File Availability through the Admin June 18, 2003 check.
Agency Procedure: Entering Transactions After the Deadline After the agency deadline, the agency must not enter any data into the Position Data panel, Job Data panel, Additional Pay panel, Hire panel, Rehire panel, or Concurrent Hire panel, until the 2nd Friday after the agency deadline, unless the effective date of the action(s) is within, or subsequent to, the following pay period.

Requesting "Additional" Transactions
OSC recognizes that occasionally there may be an extraordinary circumstance that prevents an agency from meeting the established deadline.

If after the submission deadline, an agency determines that there is an urgent transaction that was not entered, the agency may request that OSC accept an "additional" transaction by contacting their payroll auditor or, if the additional action requires salary determination, send request to the Salary Determination mailbox. 

Exception: The following agencies must contact the auditor for a salary related additional transaction:
City University of New York
Unclassified service of the State University of New York
Legislative agencies
Department of Parks and Recreation as an hourly
OMRDD in one of the 51XX9 agencies
Industrial Exhibit Authority
Questions Questions regarding this bulletin may be directed to your payroll auditor.

Attachment - Schedule for Agency Payroll Submission