Date: September 12, 2000
Bulletin No. 186
|Subject||Compensation for Institution Teachers During Academic Year 2000-2001|
information and instructions regarding the following:
1. Change in Method of Payment for
Contract Pay Teachers from 21 Pay Period to Academic Year Methodology
|Affected Employees||Institution Teachers in the Department of Correctional Services, Office of Mental Health, School for the Blind and Office of Children and Family Services|
|Contract Pay Teacher: Change in Method of Payment||
In accordance with the 1999-2003 PEF/State
Agreement, teachers who have elected to be paid over the school year will no
longer be paid using the 21 pay period methodology. Instead, the method of
payment will be based on the teacher's actual academic year schedule and the
teacher will be paid based on the actual number of business days within the
The pay basis code for the teacher paid over the academic year will remain 21P on the Position Data panel and the teacher's Job Data 3 panel. However, biweekly payments will now be calculated as follows:
Annual Salary Rate /# of Business days in Academic Year = Daily Rate of Pay*
If a teacher is not in pay status for the entire pay period, he/she will be paid only for the number of days he/she is active within the pay period. For example, if a teacher's academic year in a Correctional Facility commences 9/5/00, the teacher's first check, dated 9/21/00, will include 2 days of pay, since the teacher will only be active for 2 days in the pay period beginning 8/24/00 and ending 9/6/00.
|Contract Pay Teachers: Restoration of Contract Pay and Add’l Pay||
Since the academic year is not
consistent among agencies, there will not be an automatic restoration of a
new contract on the Contract Pay panel for teachers whose status is
"Active" on the Job Data 1 panel. Similarly, additional salary
factors will not be automatically restarted on the Additional Pay panel.
Restarting Contract Pay
Restarting Additional Pay
If the first day of the academic
year is mid-period, the teacher will be paid earnings for the entire period,
since there is no status change being reported on the teacher’s Job Data
|Contract Pay Teachers: Changes in Reporting Additional Pay and Time Entry Earnings||
Inconvenience and Location Pay
Adjustments for Contract Pay Teachers
Earnings on the Additional Pay panel are calculated based on a formula that is specific to the employee's pay basis code. Since the pay basis code is remaining 21P, the formula used to calculate the biweekly earnings on the Additional Pay panel will remain as: Annual amount of earnings divided by 21. Therefore, an adjustment of biweekly earnings must be calculated and entered on the Additional Pay panel using the earnings code ALP Adjust Location Pay and/or AIF Adjust Inconvenience Pay Full if the teacher’s academic year is other than 210 business days (21 pay periods x 10 days per pay period) This adjustment, when added to, or subtracted from the system generated additional pay earnings, will provide the employee with the appropriate biweekly amount of earnings over the academic year.
OSC will add the adjustment code(s) ALP and/or AIF to the Additional Pay panel for teachers receiving location and/or inconvenience pay whose academic year is not 210 days. This adjustment code will be added in the first pay period of the academic year in which the teacher receives a full 10 day check. OSC will notify agencies on the Audit Correction Report of all teachers for which an adjustment was added and the biweekly adjustment amount.
Changes in Reporting Salary Withholding for Newly Hired Contract Pay Teachers
A new earn code has been established
to withhold salary for Contract Pay teachers on the Salary Withholding
Program whose academic year is other than 210 business days. This earn code
will deduct 1 day of pay each pay period until the goal amount of 5 days pay
is reached. To place a teacher whose academic year is other than 210 days on
Salary Withholding, the agency must enter the earnings code SCO (Salary
Withholding Contract Override) on the Additional Pay panel using the
Agencies whose academic year is 210 business days may continue to use the earnings code SWC to place contract pay teachers on the Salary Withholding Program.
Changes in Reporting Earnings on the Time Entry Panel for Contract Pay Teachers
Effective immediately, agencies must use the following override codes when reporting lost time, extra time and salary lump sum payments for contract pay teachers whose academic year is other than 210 business days. The new codes are required since the existing codes, LT2, EXT and SLC calculate earnings based on a formula for a 210 day contract period. Since the academic year varies among agencies, override codes must be used by agencies whose academic year is other than 210 business days to insure the teachers receive the appropriate earnings.
LTO (Lost Time Override)
|Effective Date of Actions||
For both CAL and Contract Pay teachers,
all actions reported on the Job Action Request panel or the Job Data panel
that are effective at the beginning of the academic year should have
an effective date of 9/1/2000. This includes Hew Hires, Rehires, Return from
Leaves, Transfers, Position Changes, Data Changes, Terminations, etc.
For CAL teachers, all earnings being added on the Additional Pay panel that are effective at the beginning of the academic year should have an effective date of 9/1/2000.
For Contract Pay teachers, all earnings being added on the Additional Pay panel that are effective at the beginning of the academic year must have the first day of the academic year as the effective date (e.g. 9/5/2000).
For Contract Pay teachers, the Contract Pay panel must be completed using the pre-determined academic year dates, regardless of whether the action is effective at the beginning of the academic year or after the academic year has commenced. (e.g. If the academic year is 9/5/2000-6/22/2001, always use the dates 9/5/2000-6/22/2001 as the Contract Begin and End Dates, regardless of the effective date of the action being reported on the Job Data or Job Action Request panel).
|9/1/2000 Performance Advances||
The agency must submit a Pay Change on
the Job Action Request panel to request a performance advance for eligible
teachers. The effective date of the Pay Change for both CAL and Contract Pay
teachers is 9/1/2000 and the reason code is PAV. If the agency is requesting
a position change or transfer action on a Request panel, the agency must
include the performance advance in the Pay Rate field.
NOTE: If the pay change, position change, or transfer is requested in the period the raise is being processed (period 11L), the Pay Rate must reflect the salary before the contractual raise(s) is applied. After payroll processing for period 11L is complete, the system will automatically apply the raises to existing Job Data rows.
|Teachers Not Returning in Fall 2000||Agencies must terminate all teachers (pay basis code on Job Data 3 panel is CAL, 21P or FEE) who will not be returning in Fall 2000 by entering the action of TER on the Job Data 1 panel effective 9/1/2000.|
|Changes in Pay Basis Code||
If a teacher is changing pay basis
codes in the Fall 2000, the agency must ensure that the position reflects
the appropriate code. The agency must use the following instructions when
the teacher's pay basis code is changing.
Pay Basis Code is changing from 21P to CAL and the teacher is remaining in the same agency, use one of the following procedures:
If the teacher is remaining in the
same position, fax a Position Data form to the Position Management Unit
requesting a change in pay basis code effective 9/1/2000. OSC will update
the Position Data panel and the teacher's Job Data panel effective 9/1/2000
to reflect the change.
Pay Basis Code is changing from CAL to 21P and the teacher is remaining in the same agency, use one of the following procedures:
If the teacher is remaining in the
same position, the agency must fax a Position Data form to the Position
Management Unit requesting a change in the pay basis code effective
9/1/2000. OSC will update the Position Data panel and the teacher’s Job
Data panel effective 9/1/2000 to reflect the change. The agency must set up
a new contract on the Contract Pay panel using the pre- determined academic
year begin and end dates.
NOTE: Position Data forms should be faxed to Chris Nolette, supervisor of the Position Management Unit. The fax number is (518) 474-2601.
|Transferring Between Agencies||If the teacher is transferring to another agency, the new agency must confirm that the position has the appropriate pay basis code. The agency must request a transfer on the Transfer Request panel effective 9/1/2000. If the teacher is to be paid on contract pay, the agency must set up a new contract on the Contract Pay panel using the pre-determined academic year begin and end dates.|
The agency must ensure that the
appropriate work schedule is on the teacher's Job Data 2 panel. The weekly
work schedule for teachers on Contract Pay includes 2 regular days off (e.g.
NYYYYYN). The weekly work schedule for CAL teachers is YYYYYYY for the first
and last pay period of the teacher's calendar year. All other pay periods in
the calendar year are calculated based on 10 days.
The agency is not required to change the work schedule for a CAL teacher during the calendar year, unless the employee has a status change (e.g. promotion, demotion, pay change, change in percentage of time worked, leave or removal action) and the effective date is mid-period. When the mid-period status change is reported, the agency must change the work schedule to reflect the teacher's actual schedule. The agency must again change the work schedule to reflect YYYYYYY before the last pay period (pay period that includes 8/31) is processed.
|Contract Pay Teachers: Restoration of Health Insurance||The Department of Civil Service submits a file to OSC to restart health insurance. It is possible that Civil Service submitted these transactions during the bonus and raise processing for the PEF contract settlement. Questions concerning health insurance should be referred to your agency health benefits administrator or Civil Service.|
|General Deductions||Agencies are responsible for reviewing the employee’s general deduction panels and restarting deductions previously cancelled for 21P employees (maintenance and union insurances) as stated in Payroll Bulletin #164.|
|Questions||Questions regarding this bulletin may be directed to the Payroll Audit mailbox.|