Payroll System Replacement Project

Subject: Changes in Additional Pay Processing Bulletin No. 96
Date:   5/14/99
Employees Affected:  All Employees (Excluding Hourlies and Fee)
Changes in Employees Part Time Percentage

Effective May 19, 1999 it will no longer be necessary for agencies to insert a row on the Additional Pay Panel when an employee’s part time percentage changes on the Job Data 2 Panel.

When the employee’s work percentage changes on the Job Data 2 Panel, a new row will automatically be inserted on the Additional Pay Panel for all annual additional salary factors. The transaction effective dates on the Additional Pay Panel and Job Data Panel will be the same.

Calculation

The bi-weekly amount for the annual additional earning will automatically be calculated with the new percentage. If the transaction is retroactive, the adjustment for the additional pay will automatically be calculated.

If an employee’s part time percentage changes mid pay period, the appropriate adjustment code will still need to be entered by the agency. The bi-weekly earnings will be calculated using the new percentage effective through the end of the pay period.

Example: If an employee is changing from part time to full time effective mid pay period:

1. The earnings will be paid at 100% for the full pay period.

2. An adjustment code needs to be entered with a negative earnings amount for the days the employee was on a part time percentage.

3. Enter the same negative earnings in the goal amount so the adjustment will only be taken once.

NOTE: For pre-shift briefing, when an employee goes on sick leave, the agency must continue to insert a new row and change the amount to $24.00.

Ending Additional Pays

Employees who are receiving additional pays and are terminated, retired, deceased or put on a leave of absence, the end date will automatically be inserted for earnings on the Additional Pay Panel. The end date inserted will be the last day the employee worked. [NOTE: This excludes Workers’ Comp Leaves (Codes WPS, WSP, and WDL).]

Example: If the employee is terminated on 04/15/1999, the end date will be 04/14/1999. Note all additional pays will automatically have an end date inserted including pre shift briefing and the PS&T Longevity Payment (Code LLS). If the date the employee becomes inactive is mid pay period, the correct number of days will be paid.

Reinstatements

It is the agency’s responsibility to restart any additional pays that the employee is eligible to receive when the employee is returned to the payroll. This includes those additional pay amounts that are included for an overtime calculation only (Example: PS&T Longevity Payment (Code LLS)).

Contract Pay

On the Additional Pay Panel, an end date will automatically be inserted on the contract earnings (Codes CON, C17, C18, C19) when:

1. An employee has a position change from a position that has a comp frequency of contract to a position with a comp frequency that is not contract.

2. An employee is transferred from a position that has a comp frequency of contract to a position with a comp frequency that is not contract.

When an employee who has a comp frequency of contract is returned to the payroll, and the contract dates on the Contract Pay Panel are still in effect, the contract earn codes will automatically be restarted. Agencies do not need to restart the contract earnings.

Any questions on this bulletin should be directed to Marilyn VanVranken at
(518) 402-4132