| Subject |
Summer
Session Procedures for Teachers in Bargaining Unit 05 |
| Purpose |
To
notify agencies of the procedures for processing Summer Session payments. |
| Affected
Employees |
Teachers
in BU 05 who are working Summer Session. |
Effective
Date(s)
|
Beginning of Summer Session as
determined by facility.
|
| Employee
Status
|
 |
Contracts for 21P
teachers will end on the last day of the academic year as reported in
the employee's Contract Pay panel |
|
21P teachers will
remain active in their regular positions, but will not be paid, unless
Summer Session is reported. |
|
If the teacher is
21P and is not working Summer Session, and will not return to work in
the fall of 2003, the agency must process a termination effective the
day after the end of the employee's contract. |
|
Calendar (CAL)
teachers will remain active in their regular positions and continue to
be paid. |
|
| Summer
Session Procedures
|
Time Entry:
Summer Session payments must be reported using the earn code SES on the Time
Entry panel. For this earn code, enter:
|
Earnings begin and
end dates. |
|
Total amount of SES
earnings for that pay period. |
|
Time entry
comments, including title, rate (see attachment), and the number of
hours worked. |
Additional Procedures:
For teachers who worked the academic year 2002-2003:
|
If the Summer
Session is worked in the same agency, no additional action is required
for 21P and CAL teachers beyond entries on the Time Entry panel. |
|
If the Summer
Session is worked in a different agency, submit a Concurrent Hire or a
Rehire, whichever is appropriate, and appoint the teacher to a Summer
Session position using the Reason of TMO (Three Month). |
For newly appointed teachers:
|
Submit a Hire,
Rehire, or Concurrent Hire, whichever is appropriate, and appoint the
teacher to a Summer Session position using the Reason of TMO (Three
Month). |
|
| Deduction
Processing
|
For Calendar employees (CAL):
|
All deductions will
continue to be processed for teachers working Summer Session in the
same agency. |
|
If the CAL employee
works Summer Session in a different agency, the Summer Session agency
must start PEF dues, if the employee has a dues deduction in the
regular agency. Agency shop fee will start automatically if the dues
deduction is not started. |
For 21P employees:
|
Dues/agency shop,
retirement loans and arrears will continue for teachers working Summer
Session in the same agency. Agencies should not end date these
deductions. |
|
Agencies must start
dues or agency shop, retirement loans and arrears deductions for
teachers working Summer Session in a different agency. |
|
The Department of
Civil Service will submit a file to OSC to cancel health insurance. |
|
Agencies must
cancel union insurances and maintenance deductions using an effective
date of the first day of the payroll period immediately following the
contract end date. |
|
| Direct
Deposit
|
|
Direct deposit will
continue to be processed for teachers working Summer Session in the
same agency. |
|
Agencies must start
direct deposit for teachers working Summer Session in a different
agency. |
|
| Retirement
Service Credit
|
|
Teachers that are
employed full time during the entire academic year are credited
automatically with 12 months ERS retirement service credit. No
additional retirement service credit is due for Summer Session worked. |
|
For teachers
employed part-time or employed only part of the academic year, the
agency must report the appropriate retirement service credit for
Summer Session worked directly to ERS using the Form RS-2050. Do not
report Summer Session earnings to ERS. Earnings will be reported
automatically. Agencies may call ERS for forms at (518) 474-1080. |
|
| Back-End
Splits
|
Agencies will have the option of doing
back-end splits each pay period or changing the account code at the Position
Pool. It is important to note that changing the account code at the Position
Pool impacts all employees in that pool.
|
| Termination
of Summer Session Employment
|
For teachers working Summer Session,
the agency must insert a row using the Action/Reason of Term(Termination)/Term(Terminate)
for the following instances.
|
A teacher who works
Summer Session in an agency other than the agency in which the
employee worked during the academic year, who is not continuing in the
Summer Session agency in the fall of 2003, must be terminated at the
end of Summer Session. |
|
A teacher who is
appointed only for the Summer Session, and is not continuing in the
fall of 2003, must be terminated at the end of summer session. |
|
A 21P teacher who
works Summer Session in the same agency and is not continuing in the
fall of 2003 must be terminated at the end of Summer Session. |
|
A CAL teacher who
will not be continuing in the fall of 2003 must be terminated
effective 9/1/2003. |
|
| 2003-2004
Academic Year
|
All procedures for the 2003-2004
academic year will be provided in a future Payroll Bulletin.
|
| Questions
|
|
Deduction
inquiries may be directed to the the Payroll Deductions mailbox. |
|
Hourly rate
inquiries may be directed to the Salary Determination mailbox |
|
For all other
inquiries may be directed to the Payroll Audit mailbox. |
|
|
Attachment - Determining Hourly Rate for Summer
Service
Teachers |
