NYS Comptroller Seal  

Bureau of State Payroll Services

Date: June 29, 2000  

 Bulletin No. 170


Subject Canceling Additional Annual Salary Factor
Purpose To explain OSC automatic processing and agency procedures to cancel Additional Annual Salary Factors on the Additional Pay Panel. This Bulletin replaces the section titled "Ending Additional Pay" found in Bulletin #96, page 2.
Affected Employees Annual salaried (Pay Basis Code of ANN, 21P, CAL, CYF and CYP) employees who have an Additional Annual Salary Factor canceled.
Effective Date Immediately.
OSC Actions No agency action is required on the Additional Pay panel when an employee has a status change (terminated, retired or placed on a leave of absence without pay).

When these actions are reported on the Job Data 1 panel, the system will continue to automatically put an end date on the Additional Pay panel to cancel the earnings. The end date used by the system is the effective date of the status change.

The system does not automatically insert an end date for employees going on any type of Workers’ Compensation Leave since no end date is required.

No agency action is required on the Additional Pay panel for the Earn Code of CON, C17, C18 or C19 when an employee has a position change which changes their Pay Basis Code from 21P, CYF, CYP or AJT to another type of Pay Basis Code other than 21P, CYF, CYP or AJT (example: 21P to ANN). The system will automatically end date the CON, C17, C18 or C19 earnings with the date the employee changed pay basis codes. The system will only end date the CON, C17, C18 or C19 earnings. All other earnings will continue if not ended by the agency.

For position changes, the system will not pro-rate CON, C17, C18 or C19 earnings that are mid-pay period and will pay the full amount.

Agencies will need to add a row with the earn code ACN (Adjustment for Contract Earnings) and the money to be adjusted. See "How to Add Adjustment Code" under Mid-Pay Period Transaction below.

For terminations, the system will pro-rate CON, C17, C18 or C19 earnings. 

Agency Procedures The following procedures are required to cancel Additional Annual Salary Factors for employees that have no status change.

End of a Pay Period Transactions

Use the last date of the pay period as the end date for earnings that are to be paid for a full pay period.

To Cancel on the Additional Pay Panel, enter:

Earn Code: Applicable earn code
Effective Date
(inner scroll bar):
Last Date of the payroll period
Annual Addl Earnings: Amount to be canceled
Earn End Date: Last Date of the payroll period (same as effective date)

Mid-Pay Period Transaction

Use the last date the employee was eligible for the earnings. Put "0" (zero) in the Annual Addl Earnings. The system will not calculate and not pay the additional earnings for the pay period. It is necessary for the agency to enter the applicable adjustment code on the Additional Pay panel with the money that is due the employee.

To Cancel on the Additional Pay Panel, enter:

Earn Code: Applicable earn code
Effective Date
(inner scroll bar):
Last date employee was eligible for earnings
Annual Addl Earnings: 0(Zero)
Earn End Date: Last date the employee was eligible for the earnings (same as effective date)

To Add Adjustment Code, enter:

Earn Code: Applicable adjustment earn code
Effective Date
(inner scroll bar):
Date adjustment starts
Earnings: Amount to be adjusted for the pay period
Goal: Total amount to be adjusted
Matrix The attached matrix shows when the system will prorate additional salary factors when an annual salaried employee’s status changes.
Additional Information For more information on Additional Pay transactions, please refer to Bulletins #22 and #96.
Questions Questions regarding this bulletin may be directed to the Payroll Audit mailbox.