NYS Comptroller Seal

Bureau of State Payroll Services

 

  Date:  September 3, 2003 Bulletin No. 426

Subject Institution Teachers/ Academic Year 2003-2004
Purpose To provide information and instructions regarding the following:
Contract Pay and Additional Pay for contract pay teachers
Submitting Salary Withholding for 21P employees
Reporting Time Entry earnings 
Reporting Actions at the beginning of the academic year
Teachers not returning in the Fall of 2003
Change in pay basis codes
Transfers between agencies
Work schedule for CAL teachers
Restoration of health insurance for contract pay teachers
General Deductions for contract pay teachers
Effective
Date(s)
Effective 09/01/03 (pay period 11L) for CAL employees and the beginning of the academic year (pay period 11L or 12L) for 21P employees.
Affected Employees Institution Teachers in the following agencies:
Department of Correctional Services
Office of Mental Health 
School for the Blind 
School for the Deaf 
Office of Children and Family Services 
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. 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, they will be paid only for the number of days they are active within the pay period. For example, if a teacher's academic year in a Correctional Facility commences 9/3/03, the first check, dated 9/18/03, will include 1 day of pay, since the employee will be active for 1 day in the pay period beginning 8/21/03 and ending 9/3/03.

Contract Pay Page 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 page for employees who have remained active in the same agency during the summer. 

For all teachers in active status who will be paid over the academic year 2003-2004 with no position change in pay periods 11 or 12, effective on the beginning of the academic year, the agency must set up a new contract by completing the Contract Pay page. Enter the beginning of the academic year as the effective date and enter the begin date and end dates of the contract. Refer to Bulletin #409 issued 07/31/03.

The Contract Pay page will be automatically populated for any employees in pay basis code 21P who are hired, rehired, concurrently hired, or have a position change effective the first date or later of the agency's academic year.  Refer to Payroll Bulletin No. 409 issued 07/31/03.
Reporting Additional Pay for 21P Employees Location Pay/Inconvenience Pay for 21P Employees
Additional Pay earnings Location Pay and Inconvenience Pay were ended at the end of the 2002-2003 Contract. Therefore, the agency must restart location pay and/or inconvenience pay on the Additional Pay page for all contract pay teachers.

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

Prevention of Additional Pay Overpayments for Active Employees
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 page. To prevent this overpayment, the agency must submit the appropriate adjustment code on the Additional Pay page to deduct the location and/or inconvenience pay earnings that the teacher is not entitled to receive.

Salary Withholding Reporting Salary Withholding for Contract Pay Teachers
For all teachers on Contract Pay not previously lagged, the Earn Code SWC (Salary Withholding Contract Pay) must be entered on the Additional Pay page 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 page will be automatically updated to reflect the number of days withheld.

Reporting Salary Withholding for CAL Teachers
For all teacher with pay basis code CAL, the Earn Code SWP must be used to report Salary Withholding.
Reporting Time Entry Earnings 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 Earn 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. When using this code, the agency must enter the dates, number of days, and the amount of lost time. Include location pay and inconvenience pay earnings in the lost time calculation.

Extra Time EXO (Extra Time Override)
Use the Earn Code EXO (Extra Time Override) to report extra time or to deduct 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
When an employee leaves state service or moves into a bargaining unit not under the Salary Withholding Program, the salary lump sum payment is paid as follows:

CAL teacher whose salary was withheld as a CAL teacher, report the Earn Code SLS (Salary Lump Sum Payment) on the Time Entry page.
Exception: Report the Earn Code SLO (Salary Withholding Override) if the salary at the time of the withholding was greater than the salary 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) on the Time Entry page 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) on the Time Entry page 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 page.
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 page and the Job Data page, and all location and inconvenience pay earnings reported on the Additional Pay page, must have an effective date of 9/1/2003. This includes New Hires, Rehires, Return from Leaves, Transfers, Position Changes, Data Changes, and Terminations, etc.

21P Teachers
All actions reported on the Job Action Request page or the Job Data page, and all location and inconvenience pay reported on the Additional Pay page 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. 9/2/03).
The Contract Pay page 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 9/2/2003-6/25/2004, the agency must report the dates 9/2/2003-6/25/2004 as the Contract begin and end dates regardless of the effective date of the action being reported on the Job Data page or Job Action Request page.
Teachers Not Returning in Fall 2003 The agency must terminate all teachers (Pay Basis Codes CAL, 21P or FEE) who will not be returning in Fall 2003 by entering the action of TER on the Job Data 1 page effective 9/1/2003.
Changes in Pay Basis 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 2003, the agency must ensure that the position reflects the appropriate Pay Basis Code.

21P to CAL
When the teacher remains in the same agency, use one of the following procedures:
If the teacher is 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 9/1/2003. OSC will update the Position Data page and the Job Data page effective 9/1/2003 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 page to move the teacher into a CAL position effective 9/1/2003.

CAL to 21P

When the teacher remains in the same agency, follow either of these procedures:
If the teacher stays in the same position, the agency must fax a Position Data form to the Position Management Unit, at (518) 474-2601, requesting a change in the Pay Basis Code effective 9/1/2003. OSC will update the Position Data page and the teacher's Job Data page effective 9/1/2003 to reflect the change. The agency must set up a new contract on the Contract Pay page reporting the pre-determined academic year begin and end dates as the effective date of the position change is before any contract dates begin.

OR

If the teacher moves to another position, the agency must request the action of POS on the Job Action Request page using 9/1/2003 as the effective date. The agency must set up a new contract on the Contract Pay page using the Pre-determined academic year begin and end dates.
Reporting Retroactive Changes in Pay Basis Code Retroactive Changes in Pay Basis Code

21P to CAL
1.  Effective 09/01/2003, request a position change to move the employee into a CAL position or notify the Position Management Unit to change the employee's pay basis code to CAL.
2.  Since earnings on the Additional Pay page were ended when the 21P contract ended, agencies must restart the Additional Pay earnings effective 09/01/2003.
3.  If the change in pay basis code is reported after period 11L is processed, submit RGS for all retroactive CAL earnings due from 09/01/2003.

CAL to 21P

1. If the employee has a pay basis code of CAL:
a. Effective 09/01/2003, request a position change to move the employee into a 21P position or contact the Position Management Unit to change the employee's pay basis code to 21P.
b. Since 09/01/2003 is before the beginning of the academic year the agency must enter a Contract on the Contract Pay page.
c. For earnings on the Additional Pay page, submit a Data Change (DTA)/ Correct History (COR) to end the earnings 09/01/2003. In the Status Reason block include the Users name and phone number so the agency can be notified to restart the earnings effective the beginning of the academic year.
d. Retroactive Processing will process an Overpayment for the days between 09/01/2003 and the beginning of the agency's academic year.
Transferring Between Agencies -- 
Fall 2003
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 9/1/03.
The hiring 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. The system will automatically populate the contract dates when the employee is rehired.

21P to CAL
The hiring agency must request a transfer on the Transfer Request page effective 9/1/03.

Pay Basis Code is 21P in Both Agencies

The hiring agency must:
1. Request a transfer on the Transfer Request page using the first day of the academic year as the effective date.
2. The system will automatically populate contract dates after the transfer request is approved.

Pay Basis Code is CAL in Both Agencies
The hiring agency must request a transfer on the Transfer Request page effective 9/1/03.

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 on a 14-day basis. 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 percent, leave or removal action) and the effective date is mid-pay period, the agency must change the work schedule effective the first day of the same pay period to reflect the teacher's actual work schedule, such as NYYYYYN, 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 page for all contract pay teachers and restart all applicable deductions previously cancelled (maintenance and union insurances) as stated in Payroll Bulletin No. 396.
Questions Questions regarding this bulletin may be directed to the Payroll Audit mailbox.