NYS Comptroller Seal  

Bureau of State Payroll Services

Date: June 22, 2000  

 Bulletin No. 164


Subject Summer Session Procedures for Teachers in Bargaining Unit 05
Purpose To notify agencies of the procedures for processing summer session payments
Affected Employees  Teachers working summer session (Excluding SUNY)
Effective Date Beginning of summer session as determined by facility
Employee Status Contracts for 21P teachers will end 6/14/00 for Institution agencies and 6/21/00 for Administration agencies.

Additional salary factors for 21P teachers will be automatically ended on the Additional Pay panel effective 6/14/00 for Institution agencies and 6/21/00 for Administration agencies.

21P teachers will remain active in their regular positions, but will not be paid, unless summer session is reported.

Agencies must process a termination effective 6/15/00 for Institution agencies and 6/22/00 for Administration agencies, if the teacher is not working summer session and will not return to work in the Fall of 2000.

Calendar (CAL) teachers will remain active in their regular positions and continue to be paid.

Summer Session Procedures: Time Entry:
Summer session payments must be reported using the earn code SES on the Time Entry panel. For this earn code, enter:
Earnings begin and end dates
Total amount of SES earnings for that pay period
Time Entry Comments including title, hourly rate (see Attachment A) and number of hours worked

Additional Procedures:
For teachers who worked the academic year 1999-2000:
If the summer session is worked in the same agency, no additional action is required for 21P and CAL teachers beyond entries on the Time Entry Panel.
If the summer session is worked in a different agency, submit a Concurrent Hire or a Rehire, whichever is appropriate, and appoint the teacher to a summer session position using the Reason of TMO (Three Month).

For newly appointed teachers:
Submit a Hire, Rehire, or Concurrent Hire, whichever is appropriate, and appoint the teacher to a summer session position using the Reason of TMO (Three Month).

Deduction Processing For CAL’s:

All deductions will continue to be processed for teachers working summer session in the same agency.

If the CAL employee works summer session in a different agency, the summer session agency must start PEF dues, if the employee has a dues deduction in the regular agency. Agency shop fee will start automatically if the dues deduction is not started.

For 21P’s:
Dues/agency shop, retirement loans and arrears will continue for teachers working summer session in the same agency. Agencies must not end date these deductions.

Agencies must start dues or agency shop, retirement loans and arrears deductions for teachers working summer session in a different agency.

Health insurance will be canceled automatically effective 6/15/00 for Institution agencies and 6/22/00 for Administration agencies.

Agencies must cancel union insurances and maintenance deductions using an effective date of 6/15/00 for Institution agencies and 6/22/00 for Administration agencies.

Direct Deposit Direct deposit will continue to be processed for teachers working summer session in the same agency.

Agencies must start direct deposit for teachers working summer session in a different agency.

Retirement Service Credit Teachers that are employed full time during the entire academic year are credited automatically with 12 months ERS retirement service credit. No additional retirement service credit is due for summer session worked.

For teachers employed part-time or employed only part of the academic year, the agency must report the appropriate retirement service credit for summer session worked directly to ERS using the Form RS-2050. Do not report summer session earnings to ERS. Earnings will be reported automatically. Agencies may call ERS for forms at (518) 474-1080.

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. It is important to note that changing the account code at the position pool impacts all employees in that pool.
Termination of Summer Session Employment For teachers working summer session, the agency must process the Action of Termination using the Reason of Terminate in the following cases:

A teacher who works summer session in an agency other than the agency in which the employee worked during the academic year who is not continuing in the summer session agency in the Fall of 2000, must be terminated at the end of the summer session.

A teacher who is appointed only for the summer session and is not continuing in the Fall of 2000 must be terminated at the end of the summer session.

A 21P teacher who works summer session in the same agency and is not continuing in the Fall of 2000 must be terminated before the new contract year begins. The contract begin date for the academic year 2000-2001 will be provided in a future Payroll Bulletin.

A CAL teacher who will not be continuing in the Fall of 2000 must be terminated effective 9/1/2000.

2000-2001 Academic Year All procedures for the 2000-2001 academic year will be provided in a future Payroll Bulletin.
Questions For deduction inquiries, call (518) 486-1213
For hourly rate inquiries, call (518) 486-3091.
For all other inquiries, contact Marilyn Wiegert at 474-7512.

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 1,736. For services performed in a non-teaching title, the hourly rate is determined by dividing the annual salary by 2,000.

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

Hourly Rate Based on Titled Positions Teachers 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 upon the annual salary of 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 upon the annual salary at the job rate of the grade of the lower position or at the appropriate longevity step for which the employee would be eligible upon appointment to the lower grade. However, this rate may not exceed the employee’s regular hourly rate of pay.

3. For services performed in a position allocated to a higher grade, payment will be made at the hourly rate based upon the annual salary the employee would receive upon promotion to the higher grade.

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