SFS Impact on Payroll

1. SFS Impact on Payroll

2. PayServ Testing • Enterprise Testing – ongoing – limited due to cost center failures • Full Dress Rehearsal December 3, 2011 • Need to test full volume files by November 21, 2011

3. SFS Impact on Payroll • Cost Centers • SFS Account Codes (object code) • Manage Employee Data

4. Cost Centers and Position pools • Review Bulletin 1090 • Review Control D Report – NHRP714 • Ensure Cost Centers up-to-date • Determine if Position Pool is still required • Map all Cost Centers that will be used • Inactivate all Position Pools that are no longer required

5. If Position Pool is Required • Go to - http://www.sfs.ny.gov • Navigate to : • Entering a New Cost Center Profile • Cost Center Profile Inquiry • Updating a Cost Center Profile • Cost Center Profile Error Correction • Add Cost Center to SFS • Complete by November 18, 2011

6. If pool is not required • A mechanism has been established to inactivate pools • Account Code 88999999 44444 • Assign any positions in that pool to another pool • Update the Account Code on that pool to 8899999 4444 • Complete by November 18, 2011

7. OSC Actions - In Payserv • After November 18, 2011 OSC will inactivate any Position Pools with the Account Code 89999999 44444

8. There can be no Position Pools containing Cost Centers that are not mapped in SFS after November 18, 2011

9. OSC Actions - In PayServ • OSC will create a default Account Code for each BU • That Account Code will have a short description of OSCCHG • Each BU will have only one default Account Code Created • The default code will be mapped to one single chart field string in SFS

10. OSC Actions – In PayServ • OSC will compare Position Pools to Cost Centers that are properly mapped in SFS • OSC will change any Position Pool that are not properly mapped in SFS to OSCCHG • PayServ file will no longer fail when sent to SFS • PayServ testing in SFS can proceed But Agency charges may be incorrect

11. Agency Actions • Continue to review NHRP714 • Position Pools assigned to OSCCHG will appear on the report • Fix all Position Pools that have the account code of OSCCHG

12. Account Codes – Object Codes • Review Bulletin 1090 • Review Control D Report NPAY 716 • Determine if each account code meets agency’s accounting needs • Set up new pools if required • Prepare to assign new Account Code after conversion

13. Travel and Expense

14. Travel and Expense • SFS will be using the Expense Module to process employee and travel expenses • PayServ will provide a weekly feed of Employee Data

15. Employee Data • Agency Code (PayServ) • CAS Cost Center Information • Employee Name • NYS Employee Id • Payment Type (check or ACH) • Bank Account Number # (balance) • Check Address

16. Payment Type • If the Employee has a direct deposit with a “Deposit Type” of Balance, the Payment Type will be ACH. • If the Employee does not have direct deposit or does not have a “Deposit Type” of Balance, the Payment Type will be check.

17. Employee Bank Account # • If the Employee has a “Deposit Type” of Balance, SFS will receive that employee’s direct deposit account number as it appears in PayServ • If the Employee has a “Deposit Type” of Amount or Percent, the bank account number for this deposit will not be sent to SFS

18. Employee Bank Account # • If the Employee has more than one direct deposit, the account information will be sent only if one of the “Deposit Type” is Balance

19. Address • PayServ will send the “check address” for all employees. • The “check address” is the address that prints on the advice or the paycheck. • The address that prints on the check is determined by the radio button on Pay Check Data. • If the “check address” button is pressed, the “check address” in personal data will be printed. • If the radio button is not pressed, the “mail address” will be printed.

20. Expectations of Payroll Offices • Update addresses and deposit information within PayServ • Payroll officers cannot determine what SFS will do with employees with multiple record