Date: June 6, 2016

Bulletin Number: SU-237

Subject New York State Payroll System (PayServ) – SUNY Fiscal Year End (FYE) Rollover of Position Pool Chart of Accounts

Purpose To inform all agencies of the upcoming rollover of the chart of accounts strings mapped to the Position Pools in PayServ.

Affected Employees

All SUNY employee records will be affected (except Agency Code 28990).
Background In order to correctly calculate the charges for the split payroll for fiscal year ending 2015-16 and the fiscal year beginning 2016-17, the PayServ chart of accounts must be updated to reflect the 2016-17 budget references where appropriations and segregations have been created by the Bureau of State Accounting Operations.

The appropriation charges to be used for the following fiscal year-end payroll allocation percentages are outlined in the Guide to Financial Operations, Section XV.6.A.

Effective Date(s) Institution paychecks dated July 07, 2016 and Administration paychecks dated July 13, 2016.

Eligibility Criteria

All SUNY employees paid through PayServ (except Agency Code 28990).
OSC Actions OSC Payroll will begin June Lapsing and Fiscal Year End Rollover activities on June 23, 2016 for the paychecks dates July 7, 2016 (Institution) and July 13, 2016 (Administration).  This will include the completion of the roll over to the Department Budget Table USA containing the chart of accounts strings for agency position pools. 

There should be no disruption to PayServ system availability during this time.

OSC Payroll will provide agencies with a list of position pools that will not roll to the 2016-17 Budget Reference for the 2016 Fiscal Year in PayServ (See below in Agency Actions).

OSC Payroll will provide agencies with a list of the position pools containing chartfield strings that are due to lapse on June 30, 2016 (Refer to Bulletin 1486).

Agency Actions Agencies should review the list of Department Budget Table USA Rows for Positions Pools that contain chart of accounts strings that will not roll over to the 2016-17 Budget Reference, attached below. 

All changes to 2015-16 (Budget Year 2015) Position Pool chart of accounts data need to be completed before June 23, 2016. This includes all position pools that contain chartfield strings due to lapse on June 30, 2016.

Agencies should review Bulletin 1486 for a list of chartfield strings due to lapse on June 30, 2016.

No changes should be made to the Department Budget Table USA between June 23, 2016 and June 29, 2016

Attached is a list of Position Pools that contain a chart of accounts string that OSC Payroll has indicated will NOT roll to the new Fiscal Year Budget Reference 2016-17:
SUNY Pools not rolled to 16-17 Budget Reference

Questions Questions may be directed to the Payroll System Support Group mailbox.  Please include this bulletin number in the email subject line.