Purpose
The purpose of this bulletin is to provide agencies with information about changes to the Direct Deposit Record and the steps needed to enact these changes, including processing Form AC3346 (Direct Deposit Conversion Election), using locked queries to track employee compliance, and assisting employees with any questions that may arise related to direct deposit conversion.
Affected Employees
Employees with two or more jobs, paid via direct deposit in at least one job, may be affected.
Background
PayServ is being upgraded to PeopleSoft version 9.2 with an expected Go Live date of March 15, 2021. In PayServ v 9.2, the Employee Record (Empl Rcd) can no longer be attached to an employee’s Direct Deposit record. Every employee will have only one Direct Deposit record upon conversion to v 9.2. For employees with multiple jobs, all payroll deposits will be made according to the single Direct Deposit record for all jobs.
Employees who hold multiple jobs at conversion to v 9.2, are paid by direct deposit in all jobs, and whose direct deposit distributions match exactly in each job will not see any change to their direct deposit distributions. Employees with multiple jobs who are paid by check in all jobs are not affected.
This change will only impact employees with multiple jobs, who are paid via direct deposit in any job, and whose direct deposit distributions differ between jobs. These employees must select one job’s Direct Deposit record prior to conversion to be brought forward in v 9.2, or update their direct deposit distributions in each job to match exactly. Letters explaining the changes and forms to designate which direct deposit record to bring forward in v 9.2 will be sent to each employee who may be impacted. Affected employees may also choose to fill out new direct deposit forms with identical distributions for each job if they do not want an existing job’s direct deposit distribution brought forward in v 9.2 but wish to remain on Direct Deposit. These changes must be made in PayServ before noon on March 11, 2021 in order to be converted to v 9.2.
Employees who do not choose a direct deposit distribution to bring forward or who do not update all distributions to an exact match will have all direct deposits cancelled and will be paid via paper check beginning with the March 25, 2021 (Inst) or March 31, 2021 (Admin) paycheck.
See the Direct Deposit Distribution Examples for additional information.
Additional business process changes will take effect in v 9.2. Information on updates to locked query LQ_DDP_AUDIT_DD_ENTRIES, an updated AC2772 Direct Deposit form, and a new locked query for direct deposit review will be covered in detail in an upcoming bulletin, Direct Deposit Updated Business Process and Form.
Effective Dates
Changes to direct deposit will be effective for all jobs beginning paychecks dated March 25, 2021 (Inst) and March 31, 2021 (Admin).
OSC Actions:
AC 3346
OSC has created a Direct Deposit Election Form (AC 3346). Each affected employee will be provided with this form. On the AC 3346, the employee will indicate which job has the associated direct deposit record they want to carry forward for conversion. Employees will be instructed to return the form to a payroll officer for any agency where they are employed. The payroll officer will then make the update in PayServ on the newly created Combine Direct Deposit page.
The AC 3346 expires on March 1, 2021. Its only function is indicating which job has the associated direct deposit record (on existing records) that should be carried forward during conversion. Employees may submit the form multiple times; the most recent effective dated election at the time of conversion will be the election carried forward to PayServ v 9.2.
Standard direct deposit changes will continue to be made through the Direct Deposit Form for NYS Employees (AC 2772). Changes made using the AC 2772 will not impact selections made on the AC 3346.
Employee Communications
OSC will mail letters in December, 2020,January, 2021, and February, 2021 to employees who are identified as meeting the criteria, instructing them to complete a Direct Deposit Election Form (AC 3346) and return it to a Payroll Officer for any agency where they are employed.
OSC will notify agencies of planned mailings before they are completed.
At Go Live, OSC will convert affected employees’ Direct Deposit records according to the elections agencies record in the Combine Direct Deposit page. OSC will convert the Direct Deposit record to paper check for any affected employee who does not have an election recorded in the Combine Direct Deposit page.
Locked Queries Available
OSC has created two locked queries to be used by agencies to identify and track employee selection compliance. These queries will be available to agencies in PS Query until Go Live.
LQ_DDP_EMPLS_WITHOUT_SELECTION lists all employees who are affected but have not made a selection. This query should be used to determine which employees need to be provided and return Form AC3346 before the deadline after OSC’s December and January mailings. LQ_DDP_EMPLS_WITHOUT_SELECTION will include EMPLID, Name, Empl_Rcd, Empl_Status, DeptID, Title, and Last Updated By.
LQ_DDP_EMPLS_WITH_SELECTION lists all employees who have selected a job and whose selection has been recorded in the Combine Direct Deposit page. This query may be used to review or audit employee selections. LQ_DDP_EMPLS_WITH_SELECTION will include EMPLID, Name, Empl_Rcd, Empl_Status, DeptID, Title, DD Selection, and Last Updated By.
Agency Actions
Agencies must process Form AC3346 received from affected employees. Each employee’s election must be recorded in the Combine Direct Deposit page (Main Menu > Payroll for North America > Employee Pay Data USA > Select Direct Deposit) by selecting the Direct Deposit Selection checkbox next to the Empl Rcd associated with the job the employee chose. The forms must be processed by noon on March 10, 2021.
Agencies must provide Form AC3346 to affected employees as requested.
Agencies must regularly review locked query LQ_DDP_EMPLS_WITHOUT_SELECTION and follow up with non-compliant employees requesting their Form AC3346 before the deadline, March 1, 2021. New employees may appear on the query each day.
Agencies must review newly hired or rehired employees and employees making changes to direct deposit to determine whether they are impacted. If employees are impacted and have not made a selection, the agency processing the hire or change must request a Form AC3446. Employees who are newly hired may not appear on the Empls Without Selection query for up to 2 days. Agencies should verify the selection for impacted employees who are changing their direct deposit distributions.
Key Dates for Changes
All employees with multiple non-matching direct deposit records must return the Direct Deposit Conversion Election Form (AC 3346) to a payroll officer by March 1, 2021.
All AC 3346 forms received by March 1, 2021 must be processed by payroll officers by noon on March 10, 2021 to ensure employees have an account selected for conversion.
The first paycheck to reflect these changes will be the March 25, 2021 (Inst) or March 31, 2021 (Admin) paycheck. Payments for all jobs will be deposited according to whichever record was selected when conversion is run.
Affected employees who did not make a selection by March 1, 2021 will receive a paper check for all jobs beginning with the March 25, 2021 (Inst) or March 31, 2021 (Admin) paycheck.
Questions
Questions regarding this bulletin may be directed to the Organizational Change Management team through the Payroll Improvement Project mailbox. Reference Bulletin PIP-007 in the Subject line of all emails pertaining to this bulletin.