This Bulletin Supersedes Payroll Bulletin No. 2243.1
Purpose:
The purpose of this bulletin is to notify agencies of the new Payroll Check Notification Report, which shows the status of payroll checks issued out of the Statewide Financial System (SFS). This report includes all stopped/reissued checks, salary exchange checks, direct deposit returns, and retirement refunds, in addition to the status of direct deposit returns, direct deposit reversals and outstanding AC230s.
Effective Dates:
This bulletin is effective immediately.
OSC Actions:
OSC updates the Payroll Check Notification Report, posted on the PayServ bulletin board, on Tuesday and Thursday each week. The report displays three months of data.
Payroll Check Notification Report:
The Payroll Check Notification Report is available to agency payroll staff via a link on the PayServ Bulletin Board.
The first tab of the report, Payroll Check Notification, includes information for SFS Checks issued due to stopped/reissued payroll checks, salary exchange checks, direct deposit returns, and retirement refunds. The report includes the following check information:
- Payee Name (Name the check is issued to)
- Invoice Information
- Payment Amount
- Voucher in SFS
- Vendor ID
- Vendor Description
- Payroll Check Exchange (salary exchange check)
- Payroll Check Reversal (AC230 partial check)
- Payroll Deduction Vendors (retirement refund checks)
- Payroll Direct Deposit Returns (reissued checks from failed direct deposits)
- Payroll Direct Deposit Reversals (reissued checks due to reversed direct deposits)
- Payroll Garnishment Officers (garnishment refunds)
- Payroll Reissued Checks (State Payroll stop/reissues)
- Payment Status
- Paid (check has been created in SFS)
- Stopped (check has been stopped at the bank)
- Stale Dated Payment (check has been returned to OSC as undeliverable)
- Date Check Cashed or Stopped
- Voucher Creation Date (date the reissued payment is submitted to SFS)
- Payment Creation Date (date the reissued check is printed/mailed)
The second tab of the report, Reversal Deletes for Agency No, includes all direct deposit delete/reversal requests submitted to OSC for the past 3 months. The report includes the following information:
- Date Received from Agency (date request submitted to OSC)
- Employee ID
- Agency Code (Department ID/Agency Code submitting the request)
- Paycheck Date
- Check Amount
- Check Number
- Flag – (indicates if the request failed due to insufficient funds)
- Date Processed – (date the reversal of funds was successfully recovered)
** Please Note: If an employee had multiple direct deposit accounts for the check date reversed each account will be listed as a separate row.
The third tab of the report, Returns for Agency Notifications, includes all direct deposit returns OSC received in the three months covered by the report. The report includes the following information:
- Transaction Type
- Agency Code/Department ID
- Employee ID
- Paycheck Date
- Amount of Deposit/Return
- Employee Record
- Return Reason Description (return reason listed from financial institution)
- Last four digits of the account number returned
- Date return received by OSC
**Please note the employee could have multiple returns for the same check date if multiple accounts are returned to OSC.
The fourth tab of the report, Awaiting AC230, includes all instances where OSC is holding funds but no correct AC230 worksheet has been received. The Days Late column (column G) indicates the number of days the AC230 worksheet remain outstanding. Instances with AC230s more than 15 days late are highlighted in pink and those that exceed 30 days late are highlighted in red. If the required AC230 worksheet is not provided to OSC within 30 days of receiving the funds, OSC will reissue the funds through SFS to the employee’s preferred address listed in PayServ.
The report includes the following information:
- EmplID
- Check Number (The check number of the funds submitted, this could be a Payroll Check Number, Advice Number, SFS Check)
- Check Amount
- Dept Number (Agency Code)
- Check Type
- Stop Check – Stopped Payroll Check
- DD Reversal – Direct Deposit Reversal
- SFS – SFS Check
- Check Date
- Days Late (Number of days AC230 worksheet is outstanding)
- Comments (If additional information is needed to process the AC230 it will be noted in this comments section)
**Please note any funds that remain outstanding for 30 days will be reissued to the employee.
Agency Actions:
Agencies should review the reports weekly to identify the following:
- Direct deposit returns processed for your agency/department ID. Notify the employee of the direct deposit return and update the employee’s Request Direct Deposit Panel in PayServ to prevent future returns.
- Direct deposit reversals completed for your agency/department ID. If a direct deposit reversal was successfully processed, the corresponding AC-230 or AC-1476 should be submitted immediately to the Payroll Reversal and Exchange mailbox. If a flag indicates “insufficient funds” agencies should follow their own internal procedures to recoup any overpayment identified.
- Agencies should review the Awaiting AC230 tab for their outstanding AC230s approaching 30 days late and submit any outstanding AC230s to the Payroll Reversal and Exchange mailbox immediately. If it is later determined that the employee is entitled to the funds a notification must be sent to OSC immediately so a paycheck reissue can be processed as soon as possible.
Questions:
Questions regarding this bulletin may be directed to the Payroll Deduction mailbox.