NYS Comptroller Seal  

Bureau of State Payroll Services

Date: August 30, 1999

 Bulletin No. 117


Subject Restoration of Contract Pay, Additional Pay, Health Insurance and Dependent Care for PS&T 21P Employees for the 1999-2000 semester for the check date of Institution checks of 09/23/1999 and Administration checks of 09/29/1999
Termination of Summer Session Jobs
Purpose To explain automatic process and agency procedures
Affected Employees Employees in 21P and CAL positions
Automatic Restoration of Contract Pay and Additional Pay OSC will have a contract row automatically inserted for the 1999- 2000 semester for employees who have as of 08/26/1999 for Institution or 09/02/1999 for Administration:

1)  an employee status of active and
2)  a pay basis code of 21P and 
3)  no future dated job rows after 08/26/1999(Institution) or 09/02/1999 (Administration) with a pay basis code change. 

The contract dates inserted will be:

Institution-Begin Date of 08/26/1999 and End Date of 06/14/2000 Administration-Begin Date of 09/02/1999 and End Date of 06/21/2000. 

If an employee is Hired or Rehired or has a position change with an effective date of 08/26/1999 (Institution) or 09/02/1999 (Administration) in Pay Period 12L, it is not necessary to complete the contract pay panel. OSC will automatically add the row.

If the end date of the Additional Pay row is 06/16/1999 (Institution) or 06/23/1999 (Administration), OSC will automatically insert a new row for each earnings with the new begin and end dates of the contract period.

OSC will not automatically insert a row on Contract Pay or Additional Pay if there is an effective date of 08/26/1999 (Institution) or 09/02/1999 (Administration).

This automatic process will occur after the agency cutoff for Institution 12 Lag (September 8,1999) and Administration 12 Lag (September 15, 1999).

Health Insurance and Dependent Care Health Insurance and Dependent Care will have an effective dated row automatically inserted with the date of 08/26/1999 for Institution and 09/02/99 for Administration.
21P Employees who Worked Summer Session in the Same Agency and are Returning for the Following Semester 21P employees who worked summer session in the same agency should be returned to their regular position effective 8/26/99 for Institution employees and 9/2/99 for Administration employees. These Position Changes should be requested for Pay Period 12L.
If earnings for summer session (SES) need to be reported in Time Entry for effective dates 8/26/99 or after for Institution and 9/2/99 or after for Administration, the earnings end date should be 8/25/99 for Institution and 9/1/99 for Administration. In the comments box, indicate the correct dates the employee worked.
Agency Procedures Terminations

21P/Cal/CYP Employees-summer session different agency
Employees who worked summer session in another agency must be terminated in the agency where the summer session was worked,

21P/CAL Employees not returning for the new semester
Terminate 21P employees with the effective date of 08/26/1999 for Institution or 09/02/1999 for Administration.
Terminate CAL employees with the effective date of 09/01/1999.

Newly Appointed Summer Session Employees
Agencies must terminate these employees after their summer session is completed.

Pay Basis Code Change
If an employee elects to change their obligation (21P to CAL or CAL to 21P), the agency must ensure that the position reflects the correct pay basis code and the work schedule on Job Data. If the pay basis code needs to be changed on the current position, contact the position unit at (518) 474-7658. The position will be updated and the information will automatically update the employees Job Data 1 records.

If the employee should be moved to another position, enter a Job Action request:

Action POS (Position Change)
Reason RTN (Return)
Position
    Number
The Position number that has the correct pay basis code.

 21P to CAL

If the employee’s pay basis code is changing from 21P to CAL, the effective date should be 09/01/1999.

CAL to 21P

If the pay basis code is changing from CAL to 21P, the effective date should be 08/26/1999 for Institution or *09/01/1999 for Administration.

Agencies on the Institution Cycle will need to submit a Balance of Contract (BAL) through Time Entry to adjust payment from 08/26/1999 to 08/31/1999.

*Using the 09/01/1999 date will end the CAL payment and the allow the 21P payment to begin.

Retroactive Change in Pay Basis Code After Pay Period 12L Work Schedule
Agencies need to review the work schedule for any pay basis code change.

Salary
If changing an employee’s pay basis code from CAL to 21P retroactively, the amount paid as CAL will automatically be adjusted for Institution employees. For Administration employees the agency will need to ensure the position change is effective 09/01/1999.

If changing an employee’s pay basis code from 21P to CAL, the amount paid as 21P will need to be adjusted through the Additional Pay panel by an overpayment. Put in General Comments the employee is changing pay basis code and any other necessary overpayment information.

ADDITIONAL PAY
For employees whose pay basis code changes from 21P to CAL or CAL to 21P, agencies on both the Institution and Administration cycle will need to submit a Job Action Request with the following information:

Action Data Change (DTA)
Reason  Correct History (COR)
Comments State the effective date of the Additional Pay is changing due to a change in Pay Basis Code.

21P to CAL

Institution Employees
If changing from 21P to CAL, the additional pay earnings paid as a 21P need to be adjusted by the agency through the Additional Pay panel by an overpayment. Put in General Comments that the employee is changing pay basis codes and any other necessary overpayment information.

Administration Employees
If changing from 21P to CAL, the additional pay earnings paid as a 21P need to be adjusted (difference of the additional pay received as a 21P and what the employee should have received as a CAL). This is to be done by the agency through the Additional Pay panel using the appropriate adjustment earnings code. Put in General Comments that the employee is changing pay basis codes and any other necessary information.

CAL to 21P

Institution Employees
If changing from CAL to 21P, the additional pay earnings paid as a CAL need to be adjusted (difference of the additional pay received as a CAL and what the employee should have received as a 21P). This is to be done by the agency through the Additional Pay panel using the appropriate adjustment earnings code. Put in General Comments that the employee is changing pay basis codes and any other necessary information.

Administration Employees
If changing from CAL to 21P, the additional pay earnings paid as a CAL need to be adjusted by the agency through the Additional Pay panel by an overpayment. Put in General Comments that the employee is changing pay basis codes and any other necessary overpayment information.

Deductions for 21P Employees who Worked Summer Session Agencies that canceled tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurances for 21P employees who worked summer session will need to restart these deductions. The effective date to be used is 08/26/1999 for Institution or 09/02/1999 for Administration.
When Agencies Need to Enter Contract Pay and Additional Pay Information Agencies will need to enter Contract Pay and Additional Pay information when:

1)  21P Employee is hired after the automatic restoration

2)  Employee has a pay basis code change to 21P after 08/26/1999 for Institution or 09/02/1999 for Administration.

Contract Dates for 1999/2000 When entering Contract dates for the 1999/2000 semester, use:

Institution Cycle

Begin Date-08/26/1999       End Date-06/14/2000

Administration Cycle

Begin Date-09/02/1999       End Date-06/21/2000

More
Information

Questions regarding this bulletin may be directed to the Payroll Audit mailbox.