NYS Comptroller Seal

Bureau of State Payroll Services


  Date:  April 2, 2004
Bulletin No. 472

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.
Fiscal Year 2004-2005
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 attached schedule.

Note: As contracts are implemented, the cutoff dates may change. Agencies will be notified of any changes via the PayServ Bulletin Board.

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 file submission deadline.

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.

The Schedule for Agency Payroll Submission and Report and File Availability is attached.

Agency Procedure: Entering Transactions After the Deadline After the Agency deadline, the Agency must not enter any data into the Position Data, Job Data, Job Request, Additional Pay, Hire, Rehire, or Concurrent Hire pages, 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.

After the submission deadline, if an Agency determines that there is an urgent transaction that was not entered, the Agency may request that OSC accept an "additional" transaction. The Agency should contact their payroll auditor or Gary Mazula in the Salary Determination Unit (518/486-3088) if the additional action requires salary determination.

Exception: The following agencies must contact their auditor for a salary related "additional" transaction:
City University of New York
State University of New York (Unclassified Service)
Legislative Agencies
Department of Parks and Recreation (hourlies)
OMRDD (one of the 51XX9 agencies)
Industrial Exhibit Authority
UCS Unified Court System
Division of Military and Naval Affairs (01071and 01072)

Note: If an "additional" transaction is requested and approved, an additional AC3202 (Payroll Certification Form) must be submitted to OSC. Refer to Payroll Bulletin No. 460 for further instructions.

Questions Questions about the schedule for agency payroll submission should be directed to your payroll auditor.
Attachment - Schedule for Agency Payroll Submission and Report and File Availability