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Disclaimer

NEW YORK STATE DEPARTMENT OF CIVIL SERVICE
State Personnel Management Manual
Advisory Memorandum # 17-02

2800 Automated Position and Personnel System
April 6, 2017

T0: Department and Agency Personnel, Human Resource, and Affirmative Action Offices
FROM: Scott DeFruscio, Director of Staffing Services
SUBJECT: FY ‘17-’18 Payroll Certification Schedule

The Payroll Certification Schedule for Fiscal Year '17-'18, beginning April 1, 2016, appears on pages 3 and 4 of this memorandum.

This memorandum and schedule replace Advisory Memorandum #16-03 issued April 7, 2016, and its attached schedule. Please remove Advisory Memorandum #16-03 and Schedule.

PAYROLL DEADLINES

The Department of Civil Service requires five working days to process and certify the payroll. Based on the Office of the State Comptroller's (OSC) 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 this Department by the NYSTEP Transaction Cutoff Date, including coding of substantiating eligible list certifications in ELMS or submission of substantiating paperwork such as S-203's. On the Friday after the end of the payroll period, this Department will certify the payroll to OSC.

However, we recognize that on rare occasions you may need to submit late transactions (e.g., for 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 ensure 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, please provide the last four digits of 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) 473-7193.

Transactions affecting paychecks or pay status will be processed first.

If there is a critical problem with the transaction that cannot be resolved by the certification date (e.g., Division of Budget (DOB) approval), the transaction will be denied.

If there is insufficient time to obtain this Department's required 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 approvals from this Department 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 Budget Bulletin B-1182 (August 21, 2008) 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. 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 PayServ submission schedule is not affected by this notice. Agencies should continue to submit transactions to PayServ 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 Janet Vrooman at (518) 473-5053.

Please make sure that all members of personnel and payroll staff have copies of this information.

DCS AGENCY PAYROLL CERTIFICATION SCHEDULE

FY 17 – 18 LAG - Early Payroll deadlines indicated in bold print

Pay Period

Dates

NYSTEP Transaction
Cut-off Date

Payroll Certified
to OSC

Check Date

Inst 1

03/30-04/12

04/07

04/14

04/27

Adm 1

04/06-04/19

04/14

04/21

05/03

Inst 2

04/13-04/26

04/21

04/28

05/11

Adm 2

04/20-05/03

04/28

05/05

05/17

Inst 3

04/27-05/10

05/05

05/12

05/25

Adm 3

05/04-05/17

05/12

05/19

05/31

Inst 4

05/11-05/24

05/19

05/26

06/08

Adm 4

05/18-05/31

05/25

06/02

06/14

Inst 5

05/25-06/07

06/02

06/09

06/22

Adm 5

06/01-06/14

06/09

06/16

06/28

Inst 6

06/08-06/21

06/16

06/23

07/06

Adm 6

06/15-06/28

06/23

06/30

07/12

Inst 7

06/22-07/05

06/29

07/07

07/20

Adm 7

06/29-07/12

07/07

07/14

07/26

Inst 8

07/06-07/19

07/14

07/21

08/03

Adm 8

07/13-07/26

07/21

07/28

08/09

Inst 9

07/20-08/02

07/28

08/04

08/17

Adm 9

07/27-08/09

08/04

08/11

08/23

Inst 10

08/03-08/16

08/11

08/18

08/31

Adm 10

08/10-08/23

08/18

08/25

09/06

Inst 11

08/17-08/30

08/25

09/01

09/14

Adm 11

08/24-09/06

8/31

09/08

09/20

Inst 12

08/31-09/13

09/08

09/15

09/28

Adm 12

09/07-09/20

09/15

09/22

10/04

Inst 13

09/14-09/27

09/22

09/29

10/12

Adm 13

09/21-10/04

09/29

10/06

10/18

Inst 14

09/28-10/11

10/05

10/13

10/26

Adm 14

10/05-10/18

10/13

10/20

11/01

Inst 15

10/12-10/25

10/20

10/27

11/09

Adm 15

10/19-11/01

10/27

11/03

11/15

Inst 16

10/26-11/08

11/03

11/10

11/22

Adm 16

11/02-11/15

11/10

11/17

11/29

Inst 17

11/09-11/22

11/16

11/24

12/07

Adm 17

11/16-11/29

11/24

12/01

12/13

Inst 18

11/23-12/06

12/01

12/08

12/21

Adm 18

11/30-12/13

12/08

12/15

12/27

Inst 19

12/07-12/20

12/15

12/22

01/04

Adm 19

12/14-12/27

12/21

12/29

01/10

Inst 20

12/21/17-01/03/18

12/28

01/05

01/18

Adm 20

12/28/17-01/10/18

01/05

01/12

01/24

Inst 21

01/04-01/17

01/11

01/19

02/01

Adm 21

01/11-01/24

01/19

01/26

02/07

Inst 22

01/18-01/31

01/26

02/02

02/15

Adm 22

01/25-02/07

02/02

02/09

02/21

Inst 23

02/01-02/14

02/09

02/16

03/01

Adm 23

02/08-02/21

02/15

02/23

03/07

Inst 24

02/15-02/28

02/23

03/02

03/15

Adm 24

02/22-03/07

03/02

03/09

03/21

Inst 25

03/01-03/14

03/09

03/16

03/29

Adm 25

03/08-03/21

03/16

03/23

04/04

Inst 26

03/15-03/28

03/23

03/30

04/12

Adm 26

03/22-04/04

03/30

04/06

04/18

 

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