Date: May 22, 2017

Bulletin Number: SU-247

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 the fiscal year ending 2016-17 and the fiscal year beginning 2017-18, the PayServ chart of accounts must be updated to reflect the 2017-18 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 pay checks dated July 06, 2017.
Administration pay checks dated July 12, 2017.

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 22, 2017 for paycheck dates July 6, 2017 (Institution) and July 12, 2017 (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 2017-18 Budget Reference for the 2017 Fiscal Year in PayServ (See below in Agency Actions).

OSC Payroll will also provide agencies with a list of position pools that contain lapsing chartfield strings that are due to lapse on June 30, 2017 (refer to Payroll Bulletin No. 1573).

Agency Actions Agencies should review the list below of Department Budget Table USA Rows for Positions Pools that contain chart of accounts strings that will not roll-over to the 2017-18 Budget Reference. 

All changes to 2016-17 (Budget Year 2016) Position Pool chart of accounts data must be completed before June 22, 2017. This includes all position pools that contain chartfield strings due to lapse on June 30, 2017.

Agencies should review Payroll Bulletin No. 1573 for a list of chartfield strings due to lapse on June 30, 2017.

Institution and Administration agencies should not make any changes to the Department Budget Table USA on or after June 22, 2017 until the July 6, 2017 paycheck has been confirmed (June 28, 2017).

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.

SUNY Pools not rolled to 17-18 Budget Reference


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