|
NEW YORK STATE DEPARTMENT OF CIVIL SERVICE
State Personnel Management Manual
Advisory Memorandum # 99-04
| 2800 Automated
Position / Personnel System |
August 23,
1999
|
|
T0: Department and Agency Personnel, Human Resource and Affirmative Action
Offices
FROM: James W. Sever, Director of Staffing Services
SUBJECT: Certification of the Payroll
|
PLEASE PROVIDE COPIES TO ALL PERSONNEL RESPONSIBLE
FOR PROCESSING NYSTEP TRANSACTIONS
|
Earlier this summer, agencies were invited to informational meetings
with Civil Service regarding resuming a payroll deadline schedule, under
the provisions of Section 100 of the Civil Service Law. This memorandum
is a follow up to those meetings.
Agencies will return to a deadline schedule in three phases. Lists of
the agencies included in each phase are attached.
IMPLEMENTATION
The implementation schedule is as follows:
| |
Pay Period
|
Payroll Due Date
|
|
Phase 1 Agencies
|
Administration 12 (9/2 - 9/15)
|
9/10
|
|
Phase 1 Institutions
|
Institution 13 (9/9 - 9/22)
|
9/17
|
|
Phase 2 Agencies
|
Administration 16 (10/28 - 11/10)
|
11/4
|
|
Phase 2 Institutions
|
Institution 17 (11/4 -- 11/17)
|
11/12
|
Phase 3 Agencies / Phase 3 Institutions to be determined.
PAYROLL DEADLINES
The attached deadline schedule replaces the deadline schedule dated July
12 that was distributed at the informational meetings. It includes adjusted
deadlines to compensate for holidays. Please distribute copies of this
schedule to all employees responsible for entering personnel transactions
into NYSTEP.
This Department requires five working days to process and certify the
payroll. Based on OSC's deadlines, we must establish the normal payroll
due date as the Friday prior to the last date of the payroll period. Agencies
are required to submit their payroll to Civil Service by the Friday payroll
due date including submission of substantiating paperwork such as eligible
list certifications and S-203's. On the Friday after the end of the payroll
period, Civil Service will certify the payroll to OSC. However, we recognize
that occasions will arise that require transactions of which you had no
knowledge on the Friday due date be submitted on the following Monday,
Tuesday or Wednesday (e.g., returns from leaves). While we will accept
transactions that cannot be submitted by the payroll deadline, it is imperative
that agencies limit the transactions submitted after the deadline to those
that are absolutely necessary.
TRANSACTIONS SUBMITTED AFTER THE PAYROLL DEADLINE WILL BE HANDLED
AS FOLLOWS:
If you must submit a late transaction(s), discuss it with your Status
Examiner, and then fax the Social Security Number, Name, Action/Reason
Code and date the transaction was submitted to (518) 457-5497.
Agencies should not submit a transaction until any necessary DOB freeze
waiver or exemption appears on the NYSTEP system. Failing to have
a waiver in place at the time a transaction is submitted may result in
the transaction being denied, since DOB may not act on an agency's request
during the five day period in which we work on the payroll. Transactions
which do not require DOB waivers or exemptions under DOB Bulletin B-1158
(February 25, 1999) will continue to be processed as before.
REMINDER
NYSTEP guidelines for early submission of transactions will not be affected
by the payroll deadline schedule. You will continue to be able to submit
transactions up to 30 days in advance of the effective date or, in the
case of transactions requiring clearance, as soon as a clearance number
has been obtained.
The PaySr submission schedule is not affected by this notice. Agencies
should continue to submit transactions to PaySr based on the submission
schedule issued by the Office of the State Comptroller.
If you have any questions regarding the implementation of the payroll
deadline schedule, please contact Julie Dominian, Supervisor of Employment
Records at (518) 457-3780 or Pat Etter of the NYSTEP Project at (518)
485-6550.
Attachments: 4: Schedule and Phase 1, 2, & 3 Agencies and Institutions
[to the original memo. See below] [However this
schedule was replaced by the schedule in Advisory Memoranda #00-02,
which see.]
ATTACHMENT #1
Agency Payroll Certification Schedule - July 23, 1999
|
PP
|
Dates
|
NYSTEP Transaction
Cut-off Date
|
Payroll Certified
to OSC
|
Check Date
|
|
Adm 12
|
09/02-09/15
|
09/10
|
09/17
|
09/29
|
|
Inst 13
|
09/09-09/22
|
09/17
|
09/24
|
10/07
|
|
Adm 13
|
09/16-09/29
|
09/24
|
10/01
|
10/13
|
|
Inst 14
|
09/23-10/06
|
10/01
|
10/08
|
10/21
|
|
Adm 14
|
09/30-10/13
|
10/07
|
10/15
|
10/27
|
|
Inst 15
|
10/07-10/20
|
10/15
|
10/22
|
11/04
|
|
Adm 15
|
10/14-10/27
|
10/22
|
10/29
|
11/10
|
|
Inst 16
|
10/21-11/03
|
10/29
|
11/05
|
11/18
|
|
Adm 16
|
10/28-11/10
|
11/04
|
11/12
|
11/24
|
|
Inst 17
|
11/04-11/17
|
11/12
|
11/19
|
12/02
|
|
Adm 17
|
11/11-11/24
|
11/18
|
11/26
|
12/08
|
|
Inst 18
|
11/18-12/01
|
11/26
|
12/03
|
12/16
|
|
Adm 18
|
11/25-12/08
|
12/03
|
12/10
|
12/22
|
|
Inst 19
|
12/02-12/15
|
12/10
|
12/17
|
12/30
|
|
Adm 19
|
12/09-12/22
|
12/17*
|
12/24
|
01/05
|
|
Inst 20
|
12/16-12/29
|
12/23
|
12/31
|
01/13
|
|
Adm 20
|
12/23-01/05
|
12/30
|
01/07
|
01/19
|
|
Inst 21
|
12/30-01/12
|
01/07
|
01/14
|
01/27
|
|
Adm 21
|
01/06-01/19
|
01/13
|
01/21
|
02/02
|
|
Inst 22
|
01/13-01/26
|
01/21
|
01/28
|
02/10
|
|
Adm 22
|
01/20-02/02
|
01/28
|
02/04
|
02/16
|
|
Inst 23
|
01/27-02/09
|
02/04
|
02/11
|
02/24
|
|
Adm 23
|
02/03-02/16
|
02/10
|
02/18
|
03/01
|
|
Inst 24
|
02/10-02/23
|
02/18
|
02/25
|
03/09
|
|
Adm 24
|
02/17-03/01
|
02/25
|
03/03
|
03/15
|
|
Inst 25
|
02/24-03/08
|
03/03
|
03/10
|
03/23
|
|
Adm 25
|
03/02-03/15
|
03/10
|
03/17
|
03/29
|
|
Inst 26
|
03/09-03/22
|
03/17
|
03/24
|
04/06
|
|
Adm 26
|
03/16-03/29
|
03/24
|
03/31
|
04/12
|
*Subject to change based on PaySr deadlines. Early Payroll deadlines
indicated in bold print
Attachment #2 - Phase 1 Agencies and Institutions
|
Agency Code
|
Agency
|
|
Agency Code
|
Agency/Institution
|
|
01030
|
Alc Bev Cont Bd
|
|
50010
|
MH Binghamton
|
|
01050
|
OGS
|
|
50020
|
MH Kingsboro
|
|
01080
|
Housng&Comm Ren
|
|
50030
|
MH Buffalo
|
|
01090
|
Human Rights
|
|
50060
|
MH Hudson River
|
|
01120
|
Consum Prot Bd
|
|
50080
|
MH Manhattan
|
|
01190
|
Veterns Affairs
|
|
50100
|
MH Middletown
|
|
01200
|
Prob/Cor Altern
|
|
50110
|
MH Rochester
|
|
01300
|
Adirondack Park
|
|
50120
|
MH St Lawrence
|
|
01360
|
Cncl on the Arts
|
|
50150
|
MH Creedmoor
|
|
01370
|
Off of Aging
|
|
50170
|
MH Rockland
|
|
01400
|
Crime Vict Comp
|
|
50180
|
MH Psych Inst
|
|
01490
|
Crim Just Srvcs
|
|
50190
|
MH Hutchings
|
|
01510
|
Racng&Wgrg Bd
|
|
50200
|
MH Pilgrim
|
|
01530
|
Comm of Correct
|
|
50210
|
MH Mohawk Val
|
|
01540
|
Bd of Elections
|
|
50310
|
MH Bronx
|
|
01570
|
Advoc for Disab
|
|
50340
|
MH Nathan Kline
|
|
01580
|
Cncl Chld&Fams
|
|
50350
|
MH Kirby Forens
|
|
01590
|
Comm Qual Care
|
|
50390
|
MH Central NY
|
|
01620
|
Prev Dom Violnc
|
|
50440
|
MH Mid Hudson
|
|
06000
|
Ag&Markets
|
|
50500
|
MH So Beach Chl
|
|
07950
|
Hsng Finance Ag
|
|
50510
|
MH Wash Hts Un
|
|
08000
|
Civil Service
|
|
50520
|
MH Brooklyn Chl
|
|
19002
|
Lk George Pk
|
|
50540
|
MH MoVal C&Y
|
|
21400
|
Capital Defendr
|
|
50550
|
MH Elmira Chl
|
|
21450
|
Comm of Investig
|
|
50570
|
MH St Lawrn Chl
|
|
21940
|
Fn Ctl Bd NYC
|
|
50580
|
MH Kingsbro C&Y
|
|
50000
|
OMH MO
|
|
50590
|
MH Cap Dist C&Y
|
|
53000
|
OASAS Main Off
|
|
50731
|
MH Bingham Chl
|
|
|
|
|
|
50738
|
MH Hutchngs Chl
|
|
|
|
|
|
50743
|
MH Rochestr Chl
|
|
|
|
|
|
50790
|
MH South Beach
|
|
|
|
|
|
50810
|
MH Westn NY Chl
|
|
|
|
|
|
50850
|
MH Sagamore C&Y
|
|
|
|
|
|
50860
|
MH Rockland C&Y
|
|
|
|
|
|
50870
|
MH Queens C&Y
|
|
|
|
|
|
50880
|
MH Bronx C&Y
|
|
|
|
|
|
50920
|
MH Elmira
|
|
|
|
|
|
50980
|
MH Cap District
|
|
|
|
|
|
53500
|
OASAS Trmt Cent
|
|
|
|
|
|
53770
|
OASAS Resch Ins
|
ATTACHMENT #3 - Phase 2 Agencies and Institutions
|
Agency Code
|
Agency
|
|
Agency Code
|
Agency/ Institution
|
|
49xxx
|
Parks&Rec
|
|
11260
|
School for the Blind
|
|
00640
|
Insurance Fund
|
|
11270
|
School for the Deaf
|
|
01000
|
Executive Chamb
|
|
12030
|
H Helen Hayes
|
|
01010
|
Budget
|
|
12120
|
H Vet Home Oxfd
|
|
01020
|
Parole
|
|
12150
|
H Vet Home NYC
|
|
01040
|
Lieutenant Gov
|
|
12180
|
H Vet Home Batv
|
|
01070
|
Mil&Nav Affairs
|
|
51210
|
MR Letchworth
|
|
01110
|
Off for Techlgy
|
|
51240
|
MR Central NY
|
|
01111
|
OFT Data Center
|
|
51250
|
MR Taconic
|
|
01150
|
Employ Relatns
|
|
51270
|
MR Staten Is
|
|
01310
|
Real Prop Srvcs
|
|
51290
|
MR Capital Dist
|
|
02000
|
Comptroller
|
|
51330
|
MR Western NY
|
|
03000
|
Law
|
|
51350
|
MR Long Island
|
|
03020
|
Med Fraud Cntrl
|
|
51380
|
MR Brooklyn
|
|
07000
|
Banking
|
|
51420
|
MR Sunmount
|
|
08010
|
PERB
|
|
51430
|
MR Inst for Res
|
|
09000
|
En Con
|
|
51450
|
MR Metro NY
|
|
11000
|
Ed Main Office
|
|
51470
|
MR B Fineson
|
|
12000
|
H Hlth Main Off
|
|
51780
|
MR Finger Lakes
|
|
13000
|
Insurance
|
|
51940
|
MR Broome
|
|
14020
|
Labor
|
|
|
|
|
|
16000
|
Public Service
|
|
|
|
|
|
17000
|
Tr Main Office
|
|
|
|
|
|
17010
|
Tr Albany Reg 1
|
|
|
|
|
|
17020
|
Tr Utica Reg 2
|
|
|
|
|
|
17030
|
Tr Syracs Reg 3
|
|
|
|
|
|
17040
|
Tr Roches Reg 4
|
|
|
|
|
|
17050
|
Tr Bufflo Reg 5
|
|
|
|
|
|
17060
|
Tr Hornel Reg 6
|
|
|
|
|
|
17070
|
Tr Wtrtn Reg 7
|
|
|
|
|
|
17080
|
Tr Pghkps Reg 8
|
|
|
|
|
|
17090
|
Tr Binghm Reg 9
|
|
|
|
|
|
17100
|
Tr Hapaug Reg 10
|
|
|
|
|
|
17110
|
Tr Manhtn Reg 11
|
|
|
|
|
|
19000
|
State
|
|
|
|
|
|
20010
|
Tax&Finance
|
|
|
|
|
|
20030
|
Tax Appeals
|
|
|
|
|
|
20050
|
Lottery
|
|
|
|
|
|
21012
|
Welfare Insp Gen
|
|
|
|
|
|
21110
|
Regulatory Reform
|
|
|
|
|
|
21220
|
Labor Mgmnt Cm
|
|
|
|
|
|
21390
|
Gov Jud Nom Cm
|
|
|
|
|
|
21700
|
St Inspectr Gen
|
|
|
|
|
|
22000
|
Economic Devel
|
|
|
|
|
|
23000
|
Motor Vehicles
|
|
|
|
|
|
25000
|
Child&Fam Srvcs
|
|
|
|
|
|
27000
|
Tmp&Disabl Asst
|
|
|
|
|
|
51000
|
OMRDD MO
|
|
|
|
|
ATTACHMENT #4 Phase 3 Agencies and Institutions
|
Agency Code
|
Agency
|
|
Agency Code
|
Agency
|
|
01060
|
State Police
|
|
10000 - 10880
|
DOCS - institutions
|
|
10160
|
DOCS MO
|
|
|
|
|
11100
|
Higher Ed Svcs
|
|
|
|
|
11340
|
Teachers Retirement
|
|
|
|
|
14010
|
Workers Comp
|
|
|
|
|
28010
|
SU Albany
|
|
|
|
|
28020
|
SU Binghamton
|
|
|
|
|
28030
|
SU Buffalo Unv
|
|
|
|
|
28050
|
SU Stony Brook
|
|
|
|
|
28100
|
SU Brooklyn
|
|
|
|
|
28110
|
SU Syracuse
|
|
|
|
|
28150
|
SU Brockport
|
|
|
|
|
28160
|
SU Buffalo Col
|
|
|
|
|
28170
|
SU Cortland
|
|
|
|
|
28180
|
SU Fredonia
|
|
|
|
|
28190
|
SU Geneseo
|
|
|
|
|
28200
|
SU Old Westbury
|
|
|
|
|
28210
|
SU New Paltz
|
|
|
|
|
28220
|
SU Oneonta
|
|
|
|
|
28230
|
SU Oswego
|
|
|
|
|
28240
|
SU Plattsburgh
|
|
|
|
|
28250
|
SU Potsdam
|
|
|
|
|
28260
|
SU Purchase
|
|
|
|
|
28270
|
SU Technology
|
|
|
|
|
28280
|
SU Empire St
|
|
|
|
|
28350
|
SU Alfred
|
|
|
|
|
28360
|
SU Canton
|
|
|
|
|
28370
|
SU Cobleskill
|
|
|
|
|
28380
|
SU Delhi
|
|
|
|
|
28390
|
SU Farmingdale
|
|
|
|
|
28400
|
SU Morrisville
|
|
|
|
|
28550
|
SU En Sci&For
|
|
|
|
|
28570
|
SU Maritime
|
|
|
|
|
28580
|
SU Optometry
|
|
|
|
|
28650
|
SU Admin
|
|
|
|
|
55020
|
Bridge Authority
|
|
|
|
|
55090
|
Thruway Authority
|
|
|
|
|
55095
|
Canal Corp
|
|
|
|
|