NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  March 19, 2003

Bulletin No. 375


Subject Leap Year Salary Calculation for Fiscal Year 2003-2004
Purpose To explain the OSC and agency procedures for the use of the Leap Year Salary Calculation.
Affected Employees All employees in Pay Basis Code ANN and CAL (except employees in a SUNY Grade 980).
Effective Date 3/27/03 Administration -Checks dated 4/9/03 1C and 4/23/03 1L

4/3/03 Institution - Checks dated 4/17/03 1C and 5/1/03 1L
Background In any fiscal year in which February 29 falls, the biweekly salary calculation is changed to calculate the biweekly payment based on 366 days in that fiscal year. Since this fiscal year beginning 4/1/03 and ending 3/31/04 will include the extra day in February, the salary calculation will be changed to reflect the new calculation. 

The leap year calculation change is effective 3/27/03 for Administration, and 4/3/03 for Institution agencies.
OSC Actions JOB DATA
After payroll processing is complete for Pay Period 1, OSC will insert a row on the Job Data Panel effective 3/27/03 (Administration) and 4/3/03 (Institution), to change the salary calculation in all Comp Rates on Job Data 3 for affected records who do not have an existing row on the Job Data panel with an effective date of 3/27/03 (Admin) or 4/3/03 (Inst). The Action Reason PAY/FAC (Factor Change) will be used.

ADDITIONAL PAY
After payroll processing is complete for Pay Period 1, OSC will insert a row effective 3/27/03 (Administration) and 4/3/03 (Institution) on the Additional Pay Panel to change the calculation in the Compensation Rate/Frequency field to the Leap Year calculation for all Annual derived biweekly earnings, such as LOC, IPF, and SWP, etc., provided no row already exists.

TIME ENTRY
OSC will change the calculation on all miscellaneous earnings to reflect the Leap Year factor for all earnings that are based on the annual factors.
Agency Actions TIME ENTRY
The agency must submit any Time Entry transactions split by Pay Period effective dates. RGS and other override codes must be submitted using the appropriate calculation based on the effective dates of the transaction.

JOB DATA
Any rows inserted on the Job Data panel will reflect the correct salary calculation based on the effective date.

After the leap year calculation has been updated, if a transaction is submitted with an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from Leave without Pay) prior to the change, the agency must submit a row for 3/27/03 (Administration) or 4/3/03 (Institution) using the Action of PAY/FAC, if none exists, in addition to the original row.

ADDITIONAL PAY
Any rows inserted on the Additional Pay panel will reflect the appropriate salary calculation based on the effective date.

After the leap year calculation has been updated, if a transaction is submitted retroactively placing an employee on an Annual Earnings such as LOC, etc., with an effective date prior to the change, the agency must submit, in addition to the original effective dated row, a row for 3/27/03 (Administration) or 4/3/03 (Institution) if none exists on the Additional Pay panel.
Questions If there are any questions on this bulletin, contact the agency payroll auditor.