NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date:  June 10, 2003 Bulletin No. 396

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