NYS Comptroller Seal


Bureau of State Payroll Services


  Date: September 21, 2004 Bulletin No. 499

Subject Year End Processing and Deadlines for Returned Paychecks (AC-230s)
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 exists:

  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 2004 W-2s, AC-230s must be received by OSC no later than the following dates:

Check Date Received by OSC
Prior to 10/01/2004 10/29/2004
10/01/2004 to 10/31/2004 11/19/2004
11/01/2004 to 11/30/2004 12/10/2004
12/01/2004 to 12/31/2004 12/29/2004 - Institution
  1/05/2005 - Administration

AC-230s received after these deadlines may will not be reflected in the 2004 W-2s. Accordingly, agencies will be responsible for issuing a corrected W-2 for each affected employee.

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