NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date:  March 17, 2004 Bulletin No. 466

Subject Factor Change for Fiscal Year 2004-2005
Purpose To explain procedures related to the Factor Change.
Affected Employees All employees in Pay Basis Code ANN, CAL, (except employees in a SUNY Grade 980, BU 08) and CYF (except employees in a SUNY Grade 980, BU 08).
Effective
Date(s)
3/25/04 Administration - Checks dated 4/7/04, 
Pay Period 1C and 4/21/04, Pay Period 1L.

4/1/04 Institution - Checks dated 4/15/04, 
Pay Period 1C and 4/29/04, Pay Period 1L.
Background Effective Pay Period 1, the factor used to calculate biweekly, Additional Pay, and certain miscellaneous earnings will change from the Leap Year factor to the Non-Leap Year factor, .038356.
OSC Actions Job Data

After payroll processing is completed for Pay Period 1, OSC will insert a row on the Job Data record effective 3/25/04 (Administration) or 4/1/04 (Institution), to change the salary calculation to the non-leap year calculation in all Compensation Rates appearing on the Compensation page, provided the employee does not have an existing row on the Work Location page with an effective date of 3/25/04 (Administration) or 4/1/04 (Institution). The Action/Reason PAY/FAC (Pay Rate Change/Factor Change) will be used.

Additional Pay

fter payroll processing is completed for Pay Period 1, OSC will insert a row effective 3/25/04 (Administration) or 4/1/04 (Institution) on the Additional Pay page to change the calculation in the Compensation Rate/Frequency field for all Annual derived biweekly earnings, such as LOC and IPF, to the non-leap year factor, provided no row already exists.

Time Entry

OSC will change the factor used to automatically calculate certain miscellaneous earnings to .038356.
Agency Actions Time Entry

Agencies must submit Time Entry transactions split by Pay Period effective dates for all earnings that will be system calculated using the new factor. 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 page will reflect the correct salary calculation based on the effective date of the transaction. After the Job records have been automatically updated, if a transaction is subsequently submitted placing an employee on the payroll (Hire, Rehire, Concurrent Hire, Reinstatement from Leave without Pay) with an effective date prior to 3/25/04 (Administration) or 4/1/04 (Institution), the Agency must submit a row, if none exists, in addition to the original row. The Action/Reason of PAY/FAC (Pay Rate Change/Factor Change) must be used.

Additional Pay

Any rows inserted on the Additional Pay page will reflect the appropriate salary calculation based on the effective date. After the Additional Pay record has been updated, if a transaction is submitted retroactively placing an employee on an Annual Earnings such as LOC, with an effective date prior to the change, the Agency must submit a row, if none exists, in addition to the original effective dated row on the Additional Pay page for 3/25/04 (Administration) or 4/1/04 (Institution).  The Agency must use the appropriate calculation based on the effective date for any adjustment type codes ( ALP - Adjust Location Pay, etc.) entered on the Additional Pay page.

Questions If there are any questions on this Bulletin, contact your Agency Auditor.