Purpose

The purpose of this bulletin is to inform PayServ users of system availability, modified submission schedules, file availability, and transaction cutoff dates surrounding and impacted by the Payroll Improvement Project Go Live activities.

Affected Employees

All agency PayServ, PS Query, and New York State Payroll Online (NYSPO) users are affected. Agency Control D and CSURPS users may be affected.

Background

The Office of the State Comptroller is upgrading PayServ to PeopleSoft version 9.2 in March, 2021. Go Live activities are scheduled to begin on March 10, 2021 and OSC expects to have the system live for agency use by March 15, 2021.

PayServ will be unavailable from noon on March 10, 2021 until March 15, 2021.

All PayServ and PS Query users will be locked out of the systems at noon on March 10, 2021. The systems will remain unavailable until they are brought online on March 15, 2021. To accomplish cutover, shortened payroll cycles will be required prior to Go Live.

The final payroll processed in PayServ v 9.1 will be the Administration cycle, Pay Period 24L/25C, paycheck date March 17, 2021.

The first payroll processed in PayServ v 9.2 will be the Institution cycle, Pay Period 25L/26C, paycheck date March 25, 2021.

In order to prepare for conversion and cutover activities planned between March 10 and March 15, 2021, the surrounding submission schedules, report availability, and transaction cutoffs have been modified.

Effective Dates

All deadlines and timeframes contained in this bulletin are effective immediately; dates related to specific activities are discussed below.

PayServ Availability

PayServ will be unavailable from noon on March 10, 2021 until March 15, 2021.

Other System Availability

PS Query

PS Query will be unavailable from noon on March 10, 2021 until March 15, 2021.

Control D

Control D will be available on its normal schedule, but some reports may be issued earlier than usual.

CSURPS

CSURPS will be available on its normal schedule. Requests may be submitted but requests will not be processed during cutover activities (see Agency CSURPS Users section below).

NYSPO

NYSPO will be unavailable from noon on March 10, 2021 until March 15, 2021. Employees will not be able to make changes to withholdings, update paperless options, or access pay advices or W2s using NYSPO during the cutover period. If employees need advices or W2s during that time, they will need to save copies before March 10, 2021.

Submission Schedule

The 2020-2021 Schedule for Agency Payroll Submission and Report and File Availability has been updated to reflect the earlier deadlines required by conversion and cutover activities. There are changes in payroll periods surrounding cutover. Early AI, Time Entry, and Online Transaction cutoffs, and changes to back end splits and file availability, are bolded.

As a result of the upgrade, the agency submission schedule has been compressed as follows:

Institution 24/25C - Paycheck Date 03/11/2021:
Automated Interface Cutoff	02/22/2021
Online Transactions Cutoff	02/23/2021
TIme Entry File Submission Date	02/23/2021

Administration 24L/25C – Paycheck Date 03/17/2021:
Automated Interface Cutoff	03/01/2021
Online Transactions Cutoff	03/02/2021
Time Entry File Submission Date	03/02/2021
Online Back End Splits	NOT ALLOWED

Institution 25L/26C – Paycheck Date 02/25/2021:
Automated Interface Cutoff	03/05/2021
Online Transactions Cutof	03/05/2021
Time Entry File Submission Date	03/05/2021
Online Deductions, Taxes, Direct Deposit	03/10/2021 at Noon

The last Master File produced in the v 9.1 format will be issued on March 10, 2021 for check date March 17, 2021. The first Master File produced in the v 9.2 format will be issued on March 19, 2021 for check date March 25, 2021.

Files should not be submitted to OSC during the cutover period.

Refer to 2020-2021 Schedule for Agency Payroll Submission and Report and File Availability for more details.

Agency Actions

Agency Payroll Officers must ensure that all agency staff are aware of the changes to submission schedules and transaction deadlines. Agencies must enter data according to the modified submission schedule provided, and enter transactions by the deadlines described below.

Specific Transaction Information

New Hires

Agencies should not enter Hire transactions effective dated after March 9, 2021 until after March 15, 2021.

Future Dated Rows

Agencies should not enter any future-dated rows effective dated after March 9, 2021. After March 15, 2021 future-dated rows may be entered normally.

Reserved EmplIDs

Reserved EmplIDs for people who have not yet been hired will not be converted to PayServ v 9.2. Agencies may reserve EmplIDs through March 9, 2021 but EmplIDs that do not have Job records associated to them will not be converted.

Direct Deposit

Direct Deposit Distribution Elections will not be impacted by the cutover activities, except elections for employees who hold multiple jobs. Agencies can enter information received on the AC 2772 until March 10, 2021. Agencies must review Direct Deposit Selections for changes requested by any employee who holds more than one job with New York State.

Direct Deposit Selections for employees with multiple records will not be impacted by the cutover activities; agencies can enter information received on the AC 3346 until the system is shut down on March 10, 2021. The form was recently updated to extend its expiration date. For more information on this process, refer to Bulletin PIP-007, Direct Deposit Record Changes Requiring Modifications to Employee Elections.

PS Query Information

To be included in migration to PayServ v 9.2, PS Queries must be renamed by close of business on January 25, 2021. Instructions and information on renaming queries is available in Bulletin PIP-003.1, PS Query Updates and Migration.

Any changes to PS Queries made after January 25, 2021 will not be carried forward to PayServ v 9.2.

Agency CSURPS Users

CSURPS will remain available on its normal schedule. Items requested in CSURPS (add, change, and delete user requests) will be processed as follows:

• PayServ, PS Query, and Control D access requests submitted before close of business on March 8, 2021 will be processed before noon on March 10, 2021.
• PayServ, PS Query, and Control D access requests submitted after close of business March 8, 2021 will be processed after cutover activities have completed, beginning March 15, 2021. Change requests will be given priority.

Post Go Live Support

Specific information on how to get help with any issues related to cutover or encountered after PayServ v. 9.2 is launched is provided in Payroll Bulletin PIP-017, Post Production Support for PayServ 9.2. Updates may also be provided on the PayServ Bulletin Board.

Questions

Any questions regarding this bulletin may be directed to the Payroll Improvement Project mailbox. Please include “Bulletin PIP-013” in the Subject line of the email.