On pages 3 & 4 of this memorandum [Below] is the Payroll Certification Schedule for fiscal year '01-'02, which begins April 1, 2001. This memorandum and schedule replaces Advisory Memorandum #00-02, issued March 20, 2000 and its attached schedule which should be removed.

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 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.

REMINDERS

OSC uses the "Appointment End Date Report" to determine one category of checks which could be withheld. For each lag ADM/INS pay period, OSC creates a report, which covers two weeks, beginning one day before the start of the pay period and ending one day before the end of the pay period. It then advises agencies that, in the absence of an extension of the employees' end dates, checks for employees will be held. Advisory Memorandum 00-05 describes the procedure for generating these reports. Generating the same report for your agency can alert you to NYSTEP transactions which need to be submitted before OSC notifies you that check(s) may be held.

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.

AGENCY PAYROLL CERTIFICATION SCHEDULE FY 01 - 02 LAG

Pay Period	Dates	NYSTEP Transaction Cut-off Date	Payroll Certified to OSC	Check Date
Adm 1	03/29-04/11	6-Apr	13-Apr	25-Apr
Inst 1	04/05-04/18	13-Apr	20-Apr	3-May
Adm 2	04/12-04/25	20-Apr	27-Apr	9-May
Inst 2	04/19-05/02	27-Apr	4-May	17-May
Adm 3	04/26-05/09	4-May	11-May	23-May
Inst 3	05/03-05/16	11-May	18-May	31-May
Adm 4	05/10-05/23	18-May	25-May	6-Jun
Inst 4	05/17-05/30	24-May	1-Jun	14-Jun
Adm 5	05/24-06/06	1-Jun	8-Jun	20-Jun
Inst 5	05/31-06/13	8-Jun	15-Jun	28-Jun
Adm 6	06/07-06/20	15-Jun	22-Jun	4-Jul
Inst 6	06/14-06/27	22-Jun	29-Jun	12-Jul
Adm 7	06/21-07/04	28-Jun	6-Jul	18-Jul
Inst 7	06/28-07/11	6-Jul	13-Jul	26-Jul
Adm 8	07/05-07/18	13-Jul	20-Jul	1-Aug
Inst 8	07/12-07/25	20-Jul	27-Jul	9-Aug
Adm 9	07/19-08/01	27-Jul	3-Aug	15-Aug
Inst 9	07/26-08/08	3-Aug	10-Aug	23-Aug
Adm 10	08/02-08/15	10-Aug	17-Aug	29-Aug
Inst 10	08/09-08/22	17-Aug	24-Aug	6-Sep
Adm 11	08/16-08/29	24-Aug	31-Aug	12-Sep
Inst 11	08/23-09/05	30-Aug	7-Sep	20-Sep
Adm 12	08/30-09/12	7-Sep	14-Sep	26-Sep
Inst 12	09/06-09/19	14-Sep	21-Sep	4-Oct
Adm 13	09/13-09/26	21-Sep	28-Sep	10-Oct
Inst 13	09/20-10/03	28-Sep	5-Oct	18-Oct
Adm 14	09/27-10/10	4-Oct	12-Oct	24-Oct
Inst 14	10/04-10/17	12-Oct	19-Oct	1-Nov
Adm 15	10/11-10/24	19-Oct	26-Oct	7-Nov
Inst 15	10/18-10/31	26-Oct	2-Nov	15-Nov
Adm 16	10/25-11/07	2-Nov	9-Nov	21-Nov
Inst 16	11/01-11/14	9-Nov	16-Nov	29-Nov
Adm 17	11/08-11/21	15-Nov	23-Nov	5-Dec
Inst 17	11/15-11/28	23-Nov	30-Nov	13-Dec
Adm 18	11/22-12/05	30-Nov	7-Dec	19-Dec
Inst 18	11/29-12/12	7-Dec	14-Dec	27-Dec
Adm 19	12/06-12/19	14-Dec	21-Dec	2-Jan
Inst 19	12/13-12/26	20-Dec	28-Dec	10-Jan
Adm 20	12/20-01/02	27-Dec	4-Jan	16-Jan
Inst 20	12/27-01/09	4-Jan	11-Jan	24-Jan
Adm 21	01/03-01/16	10-Jan	18-Jan	30-Jan
Inst 21	01/10-01/23	18-Jan	25-Jan	7-Feb
Adm 22	01/17-01/30	25-Jan	1-Feb	13-Feb
Inst 22	01/24-02/06	1-Feb	8-Feb	21-Feb
Adm 23	01/31-02/13	8-Feb	15-Feb	27-Feb
Inst 23	02/07-02/20	14-Feb	22-Feb	7-Mar
Adm 24	02/14-02/27	22-Feb	1-Mar	13-Mar
Inst 24	02/21-03/06	1-Mar	8-Mar	21-Mar
Adm 25	02/28-03/13	8-Mar	15-Mar	27-Mar
Inst 25	03/07-03/20	15-Mar	22-Mar	4-Apr
Adm 26	03/14-03/27	22-Mar	29-Mar	10-Apr
Inst 26	03/21-04/03	29-Mar	6-Apr	18-Apr

Early Payroll deadlines indicated in bold print.

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