Date: October 13, 2016

Bulletin Number: 1511

Subject Schedule for Submitting 2016 Year End Returned Checks

Purpose To notify agencies of the 2016 Year End processing schedule for AC-230s (Report of Check Returned for Refund or Exchange).

Background To maintain the efficiency of AC-230 processing and ensure accuracy of W-2 reporting for 2016, agencies must submit AC-230s to OSC in accordance with the processing schedule outline in this bulletin.

Agencies should always forward payroll checks to the appropriate entity as soon as possible. As part of OSC’s Uncashed Payroll Check Outreach, any paychecks issued in 2015 that are not cashed, reversed or reissued will be turned over to the Office of Unclaimed Funds in March, 2017.

Processing Dates

Paychecks issued prior to September 29, 2016 are due immediately.

Pay Checks Issued On

Must be Received by OSC No Later Than

September 29, 2016
October 5, 2016

October 21, 2016

October 13, 2016
October 19, 2016

October 28, 2016

October 27, 2016
November 2, 2016

November 10, 2016

November 10, 2016
November 16, 2016

November 25, 2016

November 23, 2016
November 30, 2016

December 9, 2016

December 8, 2016
December 14, 2016

December 23, 2016

December 22, 2016

December 30, 2016

December 28, 2016

January 6, 2017

Processing Rules for Returning Checks In accordance with the instructions for AC-230 processing, agencies are reminded that payroll checks should not be returned to OSC if either of the following situations apply:
  • The employee is still actively employed by any State agency.
  • The employee is due any regular and/or lump sum payments that are equal to or exceed the amount to be returned.

Agencies must email the Payroll Deduction mailbox to obtain prior approval to submit an AC-230 for a situation that warrants making an exception to the above.

Agency Actions  Agencies must be diligent in their efforts to submit AC-230s timely. The NPAY539 (Non-Negotiated Payroll Checks) Control-D report, as described in Payroll Bulletin No. 908 (Non-Negotiated and/or Undeliverable New York State Payroll Checks) was created as a tool for agencies to identify outstanding checks and take appropriate action.

Questions Questions regarding this bulletin should be directed to the Payroll Deduction mailbox.