|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.
All related resources for agencies regarding lapsing (including the OSC Accounting Operations Advisory Number 6) can be found at: