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NEW YORK STATE DEPARTMENT OF CIVIL SERVICE
State Personnel Management Manual
Advisory Memorandum # 00-02
| 2800 Automated
Position /Personnel System |
March 20,
2000
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T0: Department and Agency Personnel, Human Resource and Affirmative Action
Offices
FROM: James W. Sever, Director of Staffing Services
SUBJECT: FY '00-'01 Payroll Certification Schedule
[Note: This Advisory Memo has been replaced by
01-01 "FY 01-02 Payroll
Certification Schedule" in this section. It remains here for your
reference. Agencies have been instructed to remove it from their SPMM.]
Attached [Below] is the Payroll Certification Schedule for fiscal
year '00-'01, which begins April 1, 2000. This schedule replaces the certification
schedule issued in Advisory Memorandum 99-04
of August 23, 1999. In addition, per OSC memorandum, an Institution pay
period #27 has been created for the current fiscal year, March 23 through
April 5, 2000. The deadline for submitting transactions to Civil Service
for that pay period is March 31, 2000. We will certify the payroll to
the Office of the State Comptroller on April 7, 2000 for paychecks to
be issued April 20, 2000.
There are a few changes to the Payroll Deadlines, Payroll Processing
Priorities and Freeze/Waivers/Exemptions as compared to the information
conveyed in Advisory Memorandum 99-04.
They are the following:
PAYROLL DEADLINES
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 NYSTEP
transaction cutoff 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 on rare occasions you may need to submit
late transactions (e.g., unexpected 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. These late transactions
must be submitted no later than Tuesday after the Friday payroll deadline
to assure certification to OSC by the following Friday.
TRANSACTIONS SUBMITTED AFTER THE PAYROLL DEADLINE WILL BE HANDLED AS
FOLLOWS:
If you must submit a late transaction(s), please provide the Social Security
Number, Name, Action/Reason Code and date the transaction was submitted
to your Status Examiner by e-mail or by fax to (518) 457-5497.
- Transactions affecting paychecks or pay status will be processed
first.
- If there is a critical problem (e.g., DOB approval) with the transaction
that cannot be resolved by the certification date, the transaction will
be denied.
- If there is insufficient time to obtain required Civil Service approvals
before the payroll must be certified, the transaction will be approved
with temporary status for one pay period for the purpose of producing
a check. The agency must resubmit the original transaction in the next
pay period, and receive the necessary Civil Service approvals in order
for the transaction to be approved.
- Transactions that are not certified to OSC and transactions that
do not affect paychecks will be processed on an "as time allows"
basis. Transactions that are not completed by the time the payroll is
certified will be held and worked with the agency's next payroll (e.g.,
change of hold item, change contingent to permanent status).
FREEZE WAIVERS/EXEMPTIONS
Agencies should not submit a transaction until any necessary DOB freeze
waiver or exemption appears on the NYSTEP system. A transaction may be
denied if no waiver is in place at the time the transaction is submitted,
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 may still 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.
Please make sure that all members of personnel and payroll staff have
copies of this information.
Attachment - FY
'00-'01 Payroll Certification Schedule
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Pay Period
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Dates
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NYSTEP Transaction Cut-off
Date
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Payroll Certified to OSC
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Check Date
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Inst 27
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03/23-04/05
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03/31
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04/07
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04/20
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Adm 1
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03/30-04/12
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04/07
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04/14
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04/26
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Inst 1
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04/06-04/19
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04/14
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04/21
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05/04
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Adm 2
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04/13-04/26
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04/21
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04/28
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05/10
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Inst 2
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04/20-05/03
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04/28
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05/05
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05/18
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Adm 3
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04/27-05/10
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05/05
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05/12
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05/24
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Inst 3
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05/04-05/17
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05/12
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05/19
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06/01
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Adm 4
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05/11-05/24
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05/19
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05/26
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06/07
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Inst 4
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05/18-05/31
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05/25
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06/02
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06/15
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Adm 5
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05/25-06/07
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06/02
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06/09
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06/21
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Inst 5
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06/01-06/14
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06/09
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06/16
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06/29
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Adm 6
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06/08-06/21
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06/16
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06/23
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07/05
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Inst 6
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06/15-06/28
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06/23
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06/30
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07/13
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Adm 7
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06/22-07/05
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06/29
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07/07
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07/19
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Inst 7
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06/29-07/12
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07/07
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07/14
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07/27
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Adm 8
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07/06-07/19
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07/14
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07/21
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08/02
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Inst 8
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07/13-07/26
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07/21
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07/28
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08/10
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Adm 9
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07/20-08/02
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07/28
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08/04
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08/16
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Inst 9
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07/27-08/09
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08/04
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08/11
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08/24
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Adm 10
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08/03-08/16
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08/11
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08/18
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08/30
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Inst 10
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08/10-08/23
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08/18
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08/25
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09/07
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Adm 11
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08/17-08/30
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08/25
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09/01
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09/13
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Inst 11
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08/24-09/06
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08/31
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09/08
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09/21
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Adm 12
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08/31-09/13
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09/08
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09/15
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09/27
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Inst 12
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09/07-09/20
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09/15
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09/22
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10/05
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Adm 13
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09/14-09/27
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09/22
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09/29
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10/11
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Inst 13
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09/21-10/04
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09/29
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10/06
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10/19
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Adm 14
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09/28-10/11
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10/05
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10/13
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10/25
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Inst 14
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10/05-10/18
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10/13
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10/20
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11/02
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Adm 15
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10/12-10/25
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10/20
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10/27
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11/08
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Inst 15
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10/19-11/01
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10/27
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11/03
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11/16
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Adm 16
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10/26-11/08
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11/03
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11/10
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11/22
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Inst 16
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11/02-11/15
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11/10
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11/17
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11/30
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Adm 17
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11/09-11/22
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11/16
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11/24
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12/06
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Inst 17
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11/16-11/29
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11/24
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12/01
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12/14
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Adm 18
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11/23-12/06
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12/01
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12/08
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12/20
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Inst 18
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11/30-12/13
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12/08
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12/15
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12/28
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Adm 19
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12/07-12/20
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12/15
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12/22
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01/03
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Inst 19
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12/14-12/27
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12/21
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12/29
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01/11
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Adm 20
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12/21-01/03
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12/28
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01/05
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01/17
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Inst 20
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12/28-01/10
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01/05
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01/12
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01/25
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Adm 21
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01/04-01/17
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01/11
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01/19
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01/31
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Inst 21
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01/11-01/24
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01/19
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01/26
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02/08
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Adm 22
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01/18-01/31
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01/26
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02/02
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02/14
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Inst 22
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01/25-02/07
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02/02
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02/09
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02/22
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Adm 23
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02/01-02/14
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02/08
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02/16
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02/28
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Inst 23
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02/08-02/21
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02/15
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02/23
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03/08
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Adm 24
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02/15-02/28
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02/23
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03/02
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03/14
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Inst 24
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02/22-03/07
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03/02
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03/09
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03/22
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Adm 25
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03/01-03/14
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03/09
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03/16
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03/28
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Inst 25
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03/08-03/21
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03/16
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03/23
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04/05
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Adm 26
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03/15-03/28
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03/23
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03/30
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04/11
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Inst 26
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03/22-04/04
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03/30
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04/07
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04/19
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Early Payroll deadlines indicated in bold
print
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