NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  August 24, 2001

Bulletin No.   270


Subject Institution Teachers/ Academic Year 2001-2002
Purpose To provide information and instructions regarding the following:
Restoration of Contract Pay and Additional Pay for contract pay teachers
Salary Withholding for newly hired contract pay teachers
Reporting Time Entry earnings for CAL and contract pay teachers
Effective date of actions reported at the beginning of the academic year
Teachers not returning in Fall 2001
Changes in pay basis code
Transfers between agencies
Work schedule for CAL teachers
Restoration of health insurance for contract pay teachers
General Deductions for contract pay teachers
Performance Advances September 2001
Affected Employees Institution Teachers in the Department of Correctional Services, Office of Mental Health, School for the Blind, School for the Deaf, The Office of Children and Family Services and Helen Hayes Hospital
Contract Pay Teacher: Method of Payment In accordance with the 1999-2003 PEF/State Agreement, teachers who have elected to be paid over the school year will be paid based on the actual number of days (excluding pass days) within the teacher's academic year. Bi- weekly payments are calculated as follows:
Annual Salary Rate/# of Days in Academic Year = Daily Rate of Pay *
Daily Rate of pay X 10 = Bi-weekly Contract Amount (excluding location and/or inconvenience pay)
*Daily rate will be pro-rated if the teacher works less than 100%.

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 9/4/01, the teacher's first check, dated 9/20/01, will include 2 days of pay, since the teacher will only be active for 2 days in the pay period beginning 8/23/01 and ending 9/5/01.
Restoration of Contract Pay and Add'l Pay for Contract Pay Teachers Since the academic year is not consistent among agencies, there is no automatic restoration of a new contract on the Contract Pay panel. Similarly, additional salary factors are not automatically restarted on the Additional Pay panel.

Restarting Contract Pay
For all teachers who have elected to be paid over the academic year 2001-2002, the agency must set up a new contract by completing the Contract Pay panel using the following procedures:

Insert an effective dated row on the Contract Pay panel and enter the first date of the academic year as the effective date. The first date of the academic year is the first day the teachers actually return to work in September.

Select 21P as the Contract Pay Type.

Enter the contract begin and end dates. The contract begin date is the first day of the academic year. The contract end date is the last day of the academic year (the last day the teachers actually finish work in June).

Save the panel.

Restarting Location Pay/Inconvenience Pay
The agency must restart location pay and/or inconvenience pay on the Additional Pay panel for all contract pay teachers using the following procedures:

Insert an effective dated row on the Additional Pay panel using the appropriate earnings code and enter the first day of the academic year as the effective date.

Enter the annual amount of the additional earnings in the Annual Additional Earnings field.

Enter the last day of the academic year in the Earn End Date field.

Save the panel.

Effective in Fall 2001, OSC will automatically calculate location pay and inconvenience pay earnings based on the number of days in the agency's academic year.

For teachers that are currently active, 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 panel. To prevent this overpayment, the agency must also submit the appropriate adjustment code on the Additional Pay panel to deduct the location and/or inconvenience pay earnings to which the teacher is not entitled to receive in the pay period.
Salary Withholding for Contract Pay Teachers Reporting Salary Withholding for Contract Pay Teachers
For agencies whose academic year is 210 days, the earn code SWC (Salary Withholding Contract Pay) must be entered on the Additional Pay panel to place the teacher on the Salary Withholding Program effective the date of hire or the first day of the current pay period, whichever is later. The agency must enter the last day of the 5th payroll period in the Earn End Date field. The earnings will be automatically calculated and will continue to be automatically withheld until the payroll period immediately following the Earn End date. The Salary Withholding Balance panel will be automatically updated to reflect the number of days withheld.

Academic Year/Other than 210 Days
 For agencies whose academic year is other than 210 days, the earn code SCO (Salary Withholding Override) must be entered on the Additional Pay panel effective the date of hire or the first day of the current pay period, whichever is later. The agency must enter the daily rate of pay (including location and/or inconvenience pay earnings), preceded by a minus sign, in the Earnings field. The total of five days of pay (including location and/or inconvenience pay), preceded by a minus sign, must be entered in the Goal Amount field.

Each pay period, the earnings will be withheld until the total amount withheld (amount stated in Goal Balance field) equals the amount stated in the Goal Amount field. After the goal amount is reached, OSC will manually update the Salary Withholding Balance panel to reflect the number of days withheld.
Reporting Time Entry Earnings for Contract Pay and Calendar Teachers Reporting Lost Time, Extra Time, and Salary Lump Sum Payments
Since the academic year varies among agencies, override codes must be used by agencies whose academic year is other than 210 days to ensure the teachers (CAL's and 21P's) receive the appropriate earnings when reporting lost time, extra time, or a salary lump sum payment.

Lost Time LTO (Lost Time Override)
Use the earnings code LTO (Lost Time Override) to report lost time or to pay back lost time previously deducted in error. Use a minus sign before the amount when reporting the initial lost time transaction. Do not use a minus sign when adjusting lost time previously deducted in error. When using this code, the agency must enter dates, number or days, and the amount of lost time, including location pay and inconvenience pay earnings.

Extra Time EXO (Extra Time Override)
Use the earnings code EXO (Extra Time Override) to report extra time or to deduct extra time previously paid in error. Use a minus sign before the amount when deducting extra time previously paid in error. When using this code, the agency must enter dates, number of days, and the amount of extra time.

Salary Lump Sum Payment for Calendar and 21P Teachers
The salary lump sum payment is reported as follows when an employee leaves state service or moves into a bargaining unit not under the Salary Withholding Program:
For a CAL teacher who was withheld salary as a CAL teacher, report the earn code SLS (Salary Lump Sum Payment) in the Time Entry panel. Exception: Report the earn code SLO (Salary Withholding Override) if the salary in effect at the time of the withholding was greater than the salary in effect at the time of the payment.

For a CAL teacher who was withheld salary as a 21P teacher, report the earn code SLO (Salary Lump Sum Payment Override) in the Time Entry panel and calculate the amount of lump sum payment using the academic year method and the salary in effect at the time of the withholding or the time of payment, whichever is higher.

For a 21P teacher who was withheld salary as a 21P teacher, report the earn code SLO (Salary Lump Sum Payment Override) in the Time Entry panel and calculate the amount of lump sum using the academic year method and the salary in effect at the time of the withholding or the time of payment, whichever is higher.

For a 21P teacher who was withheld salary as a CAL teacher, report the earn code SLS (Salary Lump Sum Payment) in the Time Entry panel. Exception: Report the earn code SLO (Salary Withholding Override) if the salary in effect at the time of the withholding was greater than the salary in effect at the time of payment.
Effective Date of Actions Reported Beginning of Academic Year For CAL teachers, all actions reported on the Job Action Request panel and the Job Data panel, and location and inconvenience pay earnings reported on the Additional Pay panel, must have an effective date of 9/1/2001.  This includes New Hires, Rehires, Return from Leaves, Transfers, Position Changes, Data Changes, Terminations, etc.

For 21P teachers, all actions reported on the Job Action Request panel or the Job Data panel, and location and inconvenience pay reported 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. 9/4/2001).

For 21P 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. For example, if the academic year is 9/4/2001-6/21/2002, the agency must use the dates 9/4/2001-6/21/2002 as the Contract Begin and End Dates, regardless of the effective date of the action being reported on the Job Data panel or Job Action Request panel.
Teachers Not Returning in Fall 2001 The agency must terminate all teachers (pay basis code on Job Data 3 Panel is CAL, 21P or FEE) who will not be returning in Fall 2001 by entering the action of TER on the Job Data 1 panel effective 9/1/2001.
Changes in PayBasis Code Changes in pay basis code (CAL to 21P/21P to Cal) should only be reported at the beginning of the academic year.

If a teacher is changing pay basis codes in Fall 2001, the agency must ensure that the position reflects the appropriate pay basis 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 (518) 474-2601 requesting a change in Pay Basis code effective 9/1/2001. OSC will update the Position Data panel and the teacher's Job Data panel effective 9/1/2001 to reflect the change.
OR
If the teacher is moving to another position, the agency must request the action of POS on the Job Action Request panel to move the teacher into a CAL position effective 9/1/2001.

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 (518) 474-2601 requesting a change in the pay basis code effective 9/1/2001. OSC will update the Position Data panel and the teacher's Job Data panel effective 9/1/2001 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.
OR
If the teacher is moving to another position, the agency must request the action of POS on the Job Action Request panel using 9/1/2001 as the effective date. The agency must set up a new contract on the Contract Pay panel using the Pre-determined academic year begin and end dates.
Transferring Between Agencies/Fall 2001 Agencies must use the following instructions when a teacher is transferring into another agency:

Pay Basis Code is changing from CAL to 21PThe former agency must terminate the CAL teacher effective 9/1/01.

The new agency must:
1. Rehire the 21P teacher effective the first day of the academic year.
2. Request a Pay Change effective the first day of the academic year.
3. Complete the Contract Pay panel by entering the appropriate academic year dates as the contract begin and end dates.

Pay Basis Code is changing from 21P to CAL
The new agency must request a transfer on the Transfer Request panel effective 9/1/01.

Pay Basis Code is 21P in both agencies:
The new agency must:
1. Request a transfer on the Transfer Request panel using the first day of the academic year as the effective date.
2. Complete the Contract Pay panel by entering the appropriate academic year dates as the contract begin and end dates.

Pay Basis Code is CAL in both agencies:
The new agency must request a transfer on the Transfer Request panel effective 9/1/01.
Work Schedule for CAL Teacher The work schedule for a CAL teacher must be YYYYYYY for the first and last pay period of the calendar year, since the payment must be automatically calculated using 14ths. However, the work schedule may remain YYYYYYY throughout the calendar year, since the normal biweekly rate of pay between the first and last pay period of the year is calculated in the same manner, regardless of the teacher's actual work schedule.

Exception: If a CAL teacher has a status change during the academic year (e.g. promotion, demotion, pay change, change in percentage of time worked, leave or removal action) and the effective date is mid-pay period, the agency must change the work schedule to reflect the teacher's actual work schedule, since the payment must be pro-rated and automatically calculated using tenths.

If a work schedule is changed during the academic year due to a mid-period status change, the agency must change the work schedule back to YYYYYYY before the pay period in which 8/31 falls.
Restoration of Health Insurance for Contract Pay Teachers The Department of Civil Service submits a file to OSC to restart Health Insurance for contract pay teachers. Questions concerning health insurance should be referred to the agency health benefits administrator or to the Department of Civil Service.
General Deductions Agencies are responsible for reviewing the general deductions panel for all contract pay teachers and restarting all applicable deductions previously cancelled (maintenance and union insurances) as stated in Payroll Bulletin #164.
Reporting 9/2001 Performance Advances Agencies should refer to Payroll Bulletin # 269 for procedures regarding Fall 2001 performance advances.
Questions Questions regarding these procedures may be directed to:
Payroll Deductions mailbox
Position Management mailbox
For other inquiries, contact your Payroll Auditor.