Bureau of State Payroll Services

Subject: Summer Session Procedures for PS&T Teachers and a New Earn Code  Bulletin No. 103
Date:   6/28/99
Employees Affected: PS&T Teachers Working Summer Session in Institution
                  Agencies and the Office of Children and Family Services
Purpose

To notify agencies of payroll preparation and processing for PS&T Teachers working summer session.

Status for 21P Teachers

The employees’ status on the Job Panel will remain active for contract employees whose pay basis code is 21P, even though their contract was completed on 06/16/1999 for the Institution cycle and 06/23/1999 for the Administration cycle. Agencies must terminate teachers who are not working summer session and not returning to work in Fall 1999.

Status Changes for CAL Teachers

Teachers who elected to be paid over the calendar year (pay basis code CAL) will remain on the payroll in their regular positions and continue to be paid. If a CAL teacher had a status change since September 1, 1998 and still has a CAL pay basis code, please contact the Audit Section at (518) 474-2368 to obtain instructions for remaining payments.

Positions

Positions need to be established for employees working summer session who meet the following criteria:

1) 21P Employees working summer session in the same agency
2) 21P or CAL Employees working summer session in another agency
3) Employees newly hired (or rehired, for employees that have an inactive record) to work summer session

Agencies need to verify that a position exists before assigning an employee to that position.

Summer Session Payment Procedures for 21P/CAL
  • CAL/Summer Session in the same agency - no action is necessary on Job Data or Job Request Panel.
  • CAL/Summer Session in another agency - new agency must do a Concurrent Hire or Rehire action and place the employee into a summer session position number.
  • 21P/Summer Session in the same agency - agency selects action of New Position on the Job Action Request Panel and places the employee into a summer session position number.
  • 21P/Summer Session in another agency - new agency must do a Concurrent Hire or Rehire action and place the employee into a summer session position number.
  • New Employee - agency must do a Hire action and place the employee into a summer session position number.

Reason Code: Three Month (TMO)

Summer session payments are to be reported for every pay period the employee works summer session using the new earn code SES on the Time Entry Panel.

Enter:

  1. From and To dates of the pay period summer session is to be paid
  2. The earn code SES
  3. The total amount of summer session to be paid for that pay period
  4. In the Time Entry Comments, enter the title, *hourly rate and the number of hours worked for that pay period

*To determine the hourly rate, refer to Attachment A.

Deductions for 21P’s
  • Health Insurance and Dependent Care will have an end date automatically
  • inserted to cancel them. The date of cancellation for the Institution cycle is 06/17/199 and 06/24/1999 for the Administration cycle.
  • Agencies will be responsible for canceling certain deductions for employees working summer session. Use the effective date of 06/17/1999 for the Institution cycle or 06/24/1999 for the Administration cycle to cancel the following deductions:

-Union Insurances
-Maintenance (Taxable and Non-Taxable).

  • Direct Deposit will continue, as well as all deductions not canceled.
  • Dues/Agency Shop, Retirement Loans and Arrears will not be canceled and are to be continued.
  • Employees who are working summer session in another agency as a concurrent hire will need to start dues, retirement, and retirement loans or arrears in the agency where they are working summer session.

Deductions for CAL’s

Deductions will continue. Agencies must start deductions if the employee is working summer session in a different agency.

Retirement Service Credit for 21P/CAL

For 21P’s:

Agencies are required to report retirement service credit (days worked )for Summer Session directly to ERS. Do not report earnings.

Do not cancel an employee’s retirement unless requested by ERS.

For CAL’s:

Retirement service credit will continue to be reported by OSC. Agencies are required to report retirement service credit (days worked) to ERS for Summer Session only if the CAL employee is part time.

Use Form RS-2050, Retirement Service and Salary Adjustments to report the retirement service days. This form can be obtained by calling ERS at (518) 474-1080.

Taxes

Employees who work summer session may want to change their taxes if their tax information reflects what the employee had deducted for their 21P or CAL salary.

Back End Splits

Agencies will have the option of doing back end splits each pay period or changing the account code at the Position Pool for Summer Session. When changing the Position Pool, it is important to remember the account code change impacts all employees in that pool.

Termination of Summer Session Employment

Agencies must terminate the employees in the following summer session jobs: 

  1. Employee worked summer session in an agency other than the agency regularly employed
  2. A newly hired or rehired employee who worked only summer session
  3. 21P employee that worked summer session who is not returning in the Fall, 1999.

Restart of Contract Pay for 1999-2000

21P employees who had a position change for summer session will need to have a position change again if they are entitled to a 1999-2000 contract in a 21P position.

Active 21P employees will have another contract row automatically inserted for the 1999-2000 semester. Additional salary factors will also be started automatically for these employees. The new contract year start dates are:

  • Institution 12Lag - 08/26/1999 -check date of 9/23/99
  • Administration 12Lag - 09/02/1999 -check date of 9/29/99

Agencies will be notified when OSC will automatically insert the contract row and additional salary factors (if applicable).

Restart of Deductions

Health Insurance and Dependent Care will be restarted automatically. A row will be inserted with an effective date of 8/26/99 for Institution and 9/2/99 for Administration. Agencies must restart all other deductions.

Restart of Retirement

Retirement reporting to ERS will automatically restart when the employee is returned to their regular 21P position.

Questions regarding deductions may be directed to the Payroll Deductions mailbox.

Questions regarding payments may be directed to the Payroll Audit mailbox.

 

 Attachment A

Determining the Hourly Rate for Summer Service Teachers

Calculation of Hourly Rate

For services performed in a teaching title, the hourly rate is determined by dividing the annual salary by 1736. For services performed in a non-teaching title, the hourly rate is determined by dividing the annual salary by 2000.

Location pay is not to be included in the calculation of the hourly rate.

 

Hourly Rate Based on Titled Positions

Teachers required to work in the same or different titled position and grade shall receive summer service compensation as follows:

  1. For services performed in the same titled position or any other position allocated to the same salary grade, payment will be made at the hourly rate based on the annual salary in the regular position.
  2. For services performed in a position allocated to a lower grade than the regular position, payment will be made at the hourly rate based on the annual salary at the job rate of the grade of the lower position or at an additional longevity step if he or she would be eligible for such step upon appointment to the lower grade. However, the employee may not exceed the hourly rate of pay based on the annual salary in his or her regular position.
  3. For services performed in a position allocated to a higher grade, payment will be made at the hourly rate based on the annual salary he or she would receive if promoted to the higher grade.

NOTE: A dual employment letter is required for teachers working summer service in other than their regular agency.