Purpose:

The purpose of this bulletin is to inform all agencies of the upcoming rollover of the chart of accounts strings mapped to the position pools in PayServ.

Affected Employees:

All employee records will be affected, excluding SUNY (except Agency Code 28990) and CUNY.

Background:

To correctly calculate the charges for the split payroll for Fiscal Year Ending 2023-24 and the Fiscal Year Beginning 2024-25, the PayServ position pool chart of accounts must be updated to reflect the 2024-25 budget references where $0 appropriations 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 Dates:

Institution paychecks dated April 4, 2024, and Administration paychecks dated April 10, 2024.

Eligibility Criteria:

All employees paid through PayServ, excluding SUNY (except Agency Code 28990) and CUNY. 

OSC Actions:

OSC Payroll will begin Fiscal Year End activities on March 21, 2024, for the paychecks dated April 4, 2024 (Institution) and April 10, 2024 (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. 

Institution agencies should not make any changes to the Fiscal Year 2023 Department Budget Table USA rows on or after March 21, 2024 until the April 4, 2024 paycheck has been confirmed and distributed (March 27, 2024). 

Administrative agencies should not make any changes to the Fiscal Year 2023 Department Budget Table USA rows on or after March 28, 2024 until the April 10, 2024 paycheck has been confirmed and distributed (April 3, 2024).

Please refer to Statewide Financial System (SFS) for any information regarding when the payroll charges will appear in SFS.

For agencies using the NHRP521 Back-End Splits file, it will not be accepted during the SFS Fiscal Year End blackout period for checks dated April 4, 2024 (Institution) and April 10, 2024 (Administration).

Agency Actions:

Agencies should review the attached list of Department Budget Table USA rows for position pools that contain chart of accounts strings that will not roll-over to the 2024-25 budget reference. 

List of Agency Pools not rolled to 2024-25 Budget Reference

All changes to 2023-24 (Fiscal Year 2023) position pool chart of accounts data need to be completed before March 21, 2024.

Institution agencies will need to update any position pools that did not roll to the new Fiscal Year budget reference on or after April 4, 2024 for changes to be applied to the April 18, 2024 paycheck.

Administrative agencies will need to update any position pools that did not roll to the new Fiscal Year budget reference on or after April 11, 2024 for changes to be applied to the April 24, 2024 paycheck.

Questions:

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