Date: September 7, 2012

Bulletin Number: 1182



Processing Taxable Expense Files in PayServ


To inform agencies of the timeline for processing taxable expense files from SFS.

Affected Employees

All State employees whose taxable travel expenses for the months of May through August 2012 were processed through the Statewide Financial System. (Note:  Taxable expenses for January through April have been processed).

Check Date(s)

Institution – 9/20/2012 & 10/4/2012

Administration – 9/26/2012 & 10/10/2012

Effective Date(s)

Taxable Expense files received from SFS for the months of May, June, July and August will be loaded into PayServ as follows:

Expense File Load                      Impacted Payroll Cycles
9/10/2012  (May/June)                   9/20/2012 (Inst)
                                                   9/26/2012 (Admin)

9/24/2012 (July/August)                10/4/2012 (Inst)
                                                   10/10/2012 (Admin)


Certain travel or other reimbursable employee expenses that are either entered directly or bulk loaded into the SFS Travel & Expense module are considered taxable.

PayServ receives monthly files from SFS that contain reimbursable employee expenses, which are subject to Federal, State and Local taxes are loaded in PayServ and reflected in the employee paycheck under the TXE earnings code.

The processing of monthly files for May through August was delayed.  Following the processing of files for May through August, normal processing will resume for the month of September.

OSC Actions

OSC will process four months of files in two pay cycles as specified above.

Agency Actions

Agencies should notify affected employees.

Employees who have had  travel and other expenses processed in SFS for the months of May through August will see an increase in their Federal, State and/or Local taxes (if those expenses were taxable) and a corresponding decrease in their net pay.


Questions regarding this bulletin should be directed to the Payroll Systems mailbox (payrollsystemquestions@osc.state.ny.us).