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Date: March 28, 2011

Bulletin Number: 1061

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Subject

Leap Year Salary Calculation for Fiscal Year 2011-12

Purpose

To explain OSC and agency procedures for the use of the leap year salary calculation.

Affected Employees

All employees in Pay Basis Code ANN and CAL (except employees in SUNY Grade 980).

Effective Date(s)

3/31/11 (Administration) - paychecks dated 4/13/11, Pay Period 1C and 4/27/11, Pay Period 1L.

4/7/11 (Institution) - paychecks dated 4/21/11, Pay Period 1C and 5/5/11, Pay Period 1L.

Background

In any fiscal year in which February 29 falls, the biweekly salary calculation is changed to calculate the biweekly payment based on 366 days in that fiscal year. Since this fiscal year beginning 4/1/11 and ending 3/31/12 will include the extra day in February, the salary calculation will be changed to reflect the new calculation.

The leap year calculation change is effective 3/31/11 for Administration and 4/7/11 for Institution agencies.

OSC Actions

Job Data
After payroll processing is complete for Pay Period 1, OSC will insert a row on the Job Data page effective 3/31/11 (Administration) and 4/7/11 (Institution) to change the salary calculation on Compensation for affected records which do not have an existing row on the Job Data page with an effective date of 3/31/11 (Administration) or 4/7/11 (Institution). The Action/Reason code of PAY/FAC (Factor Change) will be used.

Additional Pay
After payroll processing is complete for Pay Period 1, OSC will insert a row effective 3/31/11 (Administration) and 4/7/11 (Institution) on the Additional Pay page to change to the leap year salary calculation for all annual derived biweekly earnings, such as LOC and IPF, provided no row already exists.

Time Entry
OSC will change the calculation on all miscellaneous earnings to reflect the leap year factor for all earnings that are based on the annual factors.

Agency Actions

Job Data
Any rows inserted on the Job Data page will reflect the correct salary calculation based on the effective date.

After the leap year calculation has been updated, if a transaction is submitted with an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from Leave without  Pay) prior to the change, the agency must submit a row if none exists for 3/31/11 (Administration) or 4/7/11 (Institution) using the Action/Reason code of PAY/FAC, in addition to the original row.

Additional Pay
Any rows inserted on the Additional Pay page will reflect the appropriate salary calculation based on the effective date.

After the leap year calculation has been updated, if a transaction is submitted retroactively placing an employee on an Annual Earnings such as LOC, etc., with an effective date prior to the change, the agency must submit a row if none exists for 3/31/11 (Administration) or 4/7/11 (Institution) on the Additional Pay page in addition to the original effective dated row.

Time Entry
Agencies must submit any Time Entry transactions split by Pay Period effective dates. RGS and other override codes must be submitted using the appropriate calculation based on the effective dates of the transaction.

Additional Information Regarding the Leap Year Calculation

For Fiscal Year 2011-12, the leap year factor, .038251, will be used to calculate the amount that will appear in the Compensation Rate field on Job. The factor will also be used to calculate any derived bi-weekly Additional Pay amounts.

The agency must also use this factor to calculate:

  • The amount of adjustment earnings reported in the Additional Pay page for earn codes such as ALP (Adjust Location Pay).
  • Miscellaneous earnings reported in the Time Entry page with an amount that is calculated based on an employee's biweekly rate of pay (ex: RGS, RGO).
Questions Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.