Purpose

To inform agencies that position pools in PayServ may require updates for SFS lapsing

Overview

Certain chart of accounts strings in SFS that are attached to position pools in PayServ are lapsing and will no longer be available for use in PayServ.

OSC has provided a spreadsheet of all current position pools associated with a chart of accounts string that is scheduled to lapse on 09/15/2017 or 09/29/2017. A link will be posted on the PayServ bulletin board as well as the OSC website.

See Attachment: PayServ Position Pools Lapsing September 2017

Agency Actions

Agencies must ensure that any position pools appearing on the spreadsheet are updated with valid chart of account strings.

If the chartfield string is lapsing on 09/15/2017, agencies will need to insert a new row into PayServ on the Department Budget Table USA with a valid chartfield string effective the beginning of the pay period for the following check dates (Administration – 09/20/2017 & Institution – 09/28/2017). These updates must be completed in PayServ by 09/12/2017 (Administration) and 09/19/2017 (Institution) to ensure the Payroll files can be successfully processed in SFS.

If the chartfield string is lapsing on 09/29/2017, agencies will need to insert a new row in PayServ with a valid chartfield string effective the beginning of the pay period for the following check dates (Administration – 10/04/2017 & Institution – 10/12/2017). These updates must be completed in PayServ by 09/26/2017 (Administration) and 10/03/2017 (Institution) to ensure the Payroll files can be successfully processed in SFS.

If no action is taken by the agency before the above mentioned due dates, OSC Payroll will move all positions attached to the lapsing position pool to the ZZZ position pool established for that department. If the ZZZ position pool also contains a lapsing account code, OSC Payroll will contact the agency to make the necessary changes. OSC Payroll will also update all pools that contain chartfield strings due to lapse to a status of Inactive.

Job aids are available to assist updating the position pools in PayServ using the new process created with the COA conversion implemented in June 2015. http://www.osc.state.ny.us/payroll/coaconversion.htm

All related resources for agencies regarding lapsing (including the OSC Accounting Operations Advisory Number 6) can be found at: http://www.osc.state.ny.us/agencies/operational_advisories/opadvisory_6.htm

Questions

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