NYS Comptroller Seal


Bureau of State Payroll Services


  Date:  September 29, 2003 Bulletin No. 430

Subject Year End Processing and Deadlines for Returned Paychecks (AC-230's)
Purpose To notify agencies of AC-230 (Report of Check Returned for Refund or Exchange) procedures and deadlines.
Processing Rules For Returned Checks Pursuant to the instructions on the AC-230, do not return any payroll checks to OSC for a partial refund if either of the following situations exist:

1. The employee is still actively employed by your agency or any other state agency.
2. The employee is due any regular and/or lump sum payments that are equal to or exceed the amount to be refunded.
Processing Dates To efficiently prepare W-2s, AC-230's must be received by OSC no later than the following:

Check Date Received by OSC
Prior to 10/01/2003 10/31/2003
10/01/2003 to 10/31/2003 11/21/2003
11/01/2003 to 11/30/2003 12/12/2003
12/01/2003 to 12/31/2003 12/31/2003 Institution
01/07/2004 Admin.

AC-230's received after these deadlines may not be reflected in the 2003W-2s. Accordingly, agencies will be responsible for issuing corrected W-2s for each affected employee.

Questions Questions regarding this may be directed to the Payroll Deductions mailbox.