NYS Comptroller Seal


Bureau of State Payroll Services


  Date:  July 25, 2003 Bulletin No. 424

Subject Schedule for Agency Payroll Submission and Availability of Reports and Files for the Post-Upgrade Payroll Periods
Purpose To provide agencies with the schedule for payroll submission and the dates for availability of payroll reports and files.
Fiscal Year 2003 - 2004 through Administration checks dated 4/21/04 and Institution checks dated 4/29/04
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, NPAY 502 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 them 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 Institution check 4/29/04.

NOTE: Schedule may be subject to change due to processing in the new upgraded system.
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, Gary Mazula in the Salary Determination Unit by phone at 518-486-3088.

Exceptions: 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 about the schedule for agency payroll submission should be directed to your payroll audit representative.

Attachment - Schedule for Agency Payroll Submission