Returned Check Policy

A department's account will be charged for the full value of the employee's paycheck when the paycheck is returned to the Office of the State Comptroller (OSC), due to late submission of paperwork for: RESIGNATIONS, TERMINATIONS, RETIREMENTS, LEAVES (less than full pay), and FTE CHANGES.

The Returned Check Policy states that if a paycheck needs to be returned to OSC due to the late submission of paperwork for these type of transactions, the department will lose the value of the returned check. This is referred to as a sanction, the department's account will NOT be credited.

You may prevent the loss of department funds by notifying Human Resource Services-State Payroll by the hotline deadline, as indicated on the 'Paperwork Submission Deadline Schedule'. The Hotline was established to enable VP Coordinators to notify HRS-State Payroll of these transactions when the paperwork deadline has passed.

The following is our Hotline procedure:

  1. Send an email to user name Payroll. This will ensure that the appropriate HRS staff are notified.
  2. Your email must include: your name & phone number, the employee's name, department, line number, NYS ID number, type of transaction and effective date.
  3. Submit paperwork for West Campus and Health Science Center employees to Human Resource Services-State Appointments. Submit the paperwork for Hospital and LISVH employees to Hospital Human Resources.

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