| Subject |
Institution
Teachers/ Academic Year 2002-2003 |
| 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 2002 |
|
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 2002 |
|
| 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:
| 1. |
Annual Salary Rate
/ # of Days in Academic Year = Daily Rate of Pay * |
| 2. |
2. Daily Rate of
Pay X 10 = Bi-weekly Contract Amount (excluding location and/or
inconvenience pay) |
*Daily Rate is 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
9/4/02, the teacher's first check, dated 9/19/02, will include 1 day of pay,
since the teacher will only be active for 1 day in the pay period beginning
8/22/02 and ending 9/4/02.
|
| 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.
Contract Pay
For all teachers who have elected to be paid over the academic year
2002-2003, the agency must set up a new contract by completing the Contract
Pay panel using the following procedures:
|
Insert a 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. |
|
| Restoration
of Add'l Pay for Teachers
|
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 a 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 |
OSC will automatically calculate
location pay and inconvenience pay earnings based on the number of days in the
agency's academic year.
Prevention of Overpayments for Teachers on Active Status
For teachers who 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 reported on the teacher's Job Data panel. To prevent this
overpayment, the agency must submit the appropriate adjustment code on the
Additional Pay panel to deduct the location and/or inconvenience pay earnings
which the teacher is not entitled to receive.
|
| Salary
Withholding for Contract Pay Teachers
|
Reporting Salary Withholding for
Contract Pay Teachers
Effective September 2002 for all teachers on Contract Pay, 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.
|
| Reporting
Time Entry Earnings for Contract Pay and Calendar Teachers
|
Reporting Lost Time, Extra Time, and
Salary Lump Sum Payments
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:
|
CAL teacher
whose salary was withheld 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.
|
|
CAL teacher
whose salary was withheld 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. |
|
21P teacher
whose salary was withheld 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. |
|
21P teacher
whose salary was withheld 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
|
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 9/1/2002. This includes New Hires, Rehires,
Return from Leaves, Transfers, Position Changes, Data Changes, Terminations,
etc.
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. 9/4/2002). |
|
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 9/4/2002-6/26/2003, the agency must use the dates
9/4/2002-6/26/2003 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 codes CAL, 21P or FEE) who will not be returning in Fall 2002 by entering
the action of TER on the Job Data 1 panel effective 9/1/2002.
|
| Changes
in PayBasis Code
|
Agencies must report changes in pay basis
code (CAL to 21P or 21P to Cal) at the beginning of the academic year.
If a teacher is changing pay basis codes in Fall 2002, the agency must ensure
that the position reflects the appropriate pay basis code.
21P to CAL
When the teacher stays in the same agency, use one of the following
procedures:
|
If the teacher stays 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
9/1/2002. OSC will update the Position Data panel and the teacher's Job
Data panel effective 9/1/2002 to reflect the change. |
|
OR
|
|
If the teacher moves 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
9/1/2002. |
CAL to 21P
When the teacher stays n the same agency, use one of the following
procedures:
|
If the teacher stays 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 9/1/2002. OSC will update the Position Data panel
and the teacher's Job Data panel effective 9/1/2002 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 9/1/2002 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:
CAL to 21P
The former agency must terminate the CAL teacher effective 9/1/02.
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. |
Enter the appropriate
academic year dates as the contract begin and end dates on the Contract
Pay panel. |
21P to CAL
The new agency must request a transfer on the Transfer Request panel effective
9/1/02.
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. |
Enter the appropriate
academic year dates as the contract begin and end dates on the Contract
Pay panel. |
Pay Basis Code is CAL in Both
Agencies
The new agency must request a transfer on the Transfer Request panel
effective 9/1/02.
|
| 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
Reporting
|
Agencies must review the General Deductions
panel for all contract pay teachers and restart all applicable deductions
previously cancelled (maintenance and union insurances) as stated in Payroll
Bulletin #326.
|
|
Questions
|
Questions regarding these procedures may be
directed to:
|
Position Management mailbox. |
|
All other inquiries,
contact your unit supervisor. |
|
