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Date: May 23, 2008
Bulletin Number: 821
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Subject

Procedures for Processing 2008 Institution Teachers Summer Session Payments

Purpose

To notify agencies of the procedure for processing Summer Session payments.

Affected Employees

Institution Teachers in BU 05 and BU 06 who are working Summer Session.

Effective Date(s)

Beginning of Summer Session as determined by the facility.

Background

Institution teachers who have a Pay Basis Code of CAL or 21P may elect to work in the summer, either in their same or a different agency.  All Institution teachers are paid on an hourly basis for their Summer Session work.

Employee Status
  • Contracts for 21P teachers will end on the last day of the academic year as reported in the employee’s Contract Pay page. Location Pay and Inconvenience Pay must be ended the last day of the contract.
  • 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 2008, 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
  • For CAL and 21P employees who work Summer Session at the same grade and in the same agency where they perform their academic service, the agency must submit the Earn Code SSH on the Time Entry page to report the number of hours worked.  The Earn Code SSH will automatically calculate the hourly rate based on the annual salary effective on the Earns End Date divided by 1736.
  • For CAL and 21P employees who work Summer Session in the same agency but at a different grade and salary level, the agency must submit a transaction on the Time Entry page using the Earn Code SES.  The number of hours worked and the amount of the payment must be submitted.  The grade and salary used must be entered in the Comment block.
  • CAL or 21P employees who work Summer Session in an agency other than the agency where they perform their academic service must be Concurrently Hired or Rehired using the Reason Code 3MO (Three Month) and appointed into positions with an HRY Pay Basis Code.  An hourly rate must be submitted using the Action of Pay Change.  Agencies must report RGH in the Time Entry page with the number of hours worked.
  • New employees who have no Active service in PayServ must be Hired or Rehired into positions with an HRY Pay Basis Code using the Reason code 3MO (Three Month). An hourly rate must be submitted using the Action of Pay Change.  Agencies must report RGH in the Time Entry page with the number of hours worked.
Deduction Payment Information
For Calendar (CAL) employees:
  • All deductions will continue to be processed for teachers working Summer Session in the same agency where they perform their academic service.
  • If a CAL employee works Summer Session in a different agency, the Summer Session agency must start the PEF dues deduction, provided 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 fees, 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 fees, 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 pay 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
For 21P employees:
  • OSC will report service credit days for employees who are members of the New York State Employees Retirement System (Plan Type 7Y) and are in Active, Leave With Pay or Leave Without Pay status.
  • OSC will report salary for the Summer Session to the appropriate retirement system for employees working in the same agency.
  • Agencies are responsible for starting retirement for employees working Summer Session in a different agency in order that the salary is reported to the appropriate retirement system.
  • Agencies must complete ERS Form RS2050 to report service credit days in excess of days reported by OSC for part-time employees.
For CAL employees:
  • OSC will report salary for the Summer Session to the appropriate retirement system for employees working in the same agency.
  • Agencies are responsible for starting retirement for employees working Summer Session in a different agency in order that the salary is reported to the appropriate retirement system.
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 code of Term/Term (Termination/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 but is not continuing in the Summer Session agency in the Fall of 2008 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 2008 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 2008 must be terminated at the end of Summer Session.
  • A CAL teacher who will not be continuing in the Fall of 2008 must be terminated effective 9/1/08.
2008-2009 Academic Year

All procedures for the 2008-2009 academic year will be provided in a future payroll bulletin.

Questions

Questions regarding hourly rate may be directed to the Salary Determination mailbox.

Other questions regarding this bulletin may be directed to the Payroll Deductions mailbox.