Date: October 12, 2017

Bulletin Number: 1601

Subject Schedule for Submitting 2017 Year End Returned Checks

Purpose To notify agencies of the 2017 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 2017, agencies must submit AC-230s to OSC in accordance with the processing schedule outlined 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 2016 that are not cashed, reversed or reissued will be turned over to the Office of Unclaimed Funds in March, 2018. Outreach to employees with uncashed paychecks issued in 2016 is underway.

Processing Dates Paychecks issued prior to September 28, 2017 are due immediately.

Pay Checks Issued On

Must be Received by OSC No Later Than

September 28, 2017
October 4, 2017

October 20, 2017

October 12, 2017
October 18, 2017

October 27, 2017

October 26, 2017
November 1, 2017

November 10, 2017

November 09, 2017
November 15, 2017

November 24, 2017

November 22, 2017
November 29, 2017

December 8, 2017

December 7, 2017
December 13, 2017

December 22, 2017

December 21, 2017

December 29, 2017

December 27, 2017

January 5, 2018

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.