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  5. State Agencies Bulletin No. 1203

State Agencies Bulletin No. 1203

Subject
Changes to Online Hire Transaction Entry in PayServ
Date Issued
November 13, 2012

Purpose

To inform agencies of changes to the data entry and processing of new Hire transactions in PayServ as a result of SSN Decoupling

Affected Employees

Agencies entering new Hire transactions online/directly in PayServ

Effective Date(s)

Effective Tuesday, November 13, 2012, all new hire transactions entered directly into PayServ must follow the procedures described in this Bulletin

Background

SSN Decoupling has resulted in procedural changes to the online Hire transaction in PayServ, and the creation of a new process in PayServ to allow agencies to reserve an Empl ID.

OSC Actions

The online agency Hire transaction has been changed as follows:

  • When entering a new Hire transaction in PayServ, the Person ID field will be populated with the word “NEW” and the field will be grayed out as follows:
Image of PayServ NYS Payroll System - Personal Data Add Page
  • When the new Hire is saved, the system will assign the next available Empl ID based on the last Empl ID assigned in the system Installation Table.
  • The new Empl ID will be an 8-digit number prefixed by the letter N.
  • The new Empl ID will be displayed on the page as follows:
Image of PayServ NYS Payroll System - Personal Data Add- ID Number Page
  • On the Modify a Person page, the NYS EMPL ID field label has been changed to Alternate ID. Agencies may update/edit this field to capture a unique agency identifier, if one is used.
Image of PayServ NYS Payroll System - Personal data Add - Modify a Person Page

In addition to these changes to the online Hire transaction, a feature has been added to allow agencies to reserve an Empl ID so it can be assigned and used before the Hire transaction is completed in PayServ.

All new hire transactions entered on-line, directly into PayServ, will display the Person ID value of "NEW" until the transaction is saved. When the transaction is SAVED, the Empl ID will be displayed.

If a user enters a New Hire transaction on-line, directly into PayServ and an Empl ID has been reserved (or pre-assigned), the value "NEW" will be displayed in the Person ID field and will be grayed out until the new hire transaction is saved.  When the transaction is saved, the system will evaluate the pre-assigned Empl ID table to determine if an Empl ID was reserved for the person. If a reserved Empl ID is found for the Social Security Number associated with the New Hire transaction, the system will assign and display the Empl ID that was pre-assigned. See Bulletin No. 1204 for more information.

Agency Actions

Review the new Hire procedure to ensure all users who process new Hires directly into PayServ understand the changes.

Questions

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

Please visit the Payroll Enhancement Program Web page at the OSC Internet site for additional updates on SSN Decoupling and other changes.