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Date: August 23, 2011

Bulletin Number: 1084

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Subject

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 2011
  • 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

Affected Employees

Institution teachers in the following agencies:
  • Department of Corrections and Community Services
  • Office of Mental Health
  • School for the Blind
  • School for the Deaf
  • Office of Children and Family Services

Effective Date(s)

Effective 9/1/11 (Pay Period 11L Institution and Pay Period 12L Administration) for CAL employees and the beginning of the academic year (Pay Period 12L Administration and Institution) for 21P employees.

Contract Pay Teacher: Method of Payment

In accordance with the 2007-2011 PEF/New York 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. Biweekly payments are calculated as follows:

  • Annual Salary Rate divided by Number of Days in Academic Year = Daily Rate of Pay *
  • Daily Rate of Pay multiplied by ten (10) = Biweekly Contract Amount (excluding Location and/or Inconvenience Pay)

*Daily Rate is prorated if the teacher works less than 100%.
If a teacher is not in Active pay status for the entire pay period, the employee will be paid only for the number of days Active within the pay period.

For example: If a teacher’s academic year in a correctional facility commences 9/1/11, the first check, dated 9/22/11, will include seven (7) days of pay, since the employee will be Active for seven (7) days in the pay period beginning 8/25/11 and ending 9/7/11.

11L Institution and Pay Period
12L Administration

Automatic Restoration of Contract Pay
After the payroll is audited for Pay Period 12L Administration and Institution, OSC will automatically insert a row on the Contract Pay page for the academic year 2011-2012 for employees with the Pay Basis Code 21P who have remained Active in the same agency during the summer and have no change effective the first day of the new contract date for that agency.

Note: For 21P employees who are on an unpaid Leave of Absence, OSC will not automatically insert a row.

The Contract Pay page will be automatically populated for all employees with the Pay Basis Code 21P who are Hired, Rehired, Concurrently Hired, or have a position change effective the first date of the agency’s academic year or later. Please refer to Payroll Bulletin No. 1077, issued June 23, 2011.

Reporting Additional Pay for 21P Employees

Automatic Restoration of Location Pay (LMH, LOC or LOM) for 21P Employees Who Remain Active in the Same Agency During the Summer

OSC will automatically start Location Pay (LMH, LOC or LOM) with the effective date of the beginning of the contract for employees with the Pay Basis Code 21P who have remained Active in the same agency during the summer and have no change effective the first day of the new contract date for that agency, as long as there was a previous row on the Additional Pay page with the Earn End Date of last year’s contract end date.

Note: Location Pay (LMH, LOC or LOM) must be started by the agency if there is no previous row on the Additional Pay page with the end date of last year’s contract end date or if the employee is returning from an unpaid Leave of Absence. All other Additional Pay earnings must be restarted by the agency (eg. Inconvenience Pay Full [IPF]).

Prevention of Automatic Restoration of Location Pay (LMH, LOC or LOM)
To stop the automatic restoration of Location Pay, the agency must insert a row with the effective date of 8/25/11 Institution or 9/1/11 Administration and an Earn End Date of 8/25/11 Institution or 9/1/11 Administration before the automatic restoration occurs.

Location Pay/Inconvenience Pay for 21P Employees Who Have Not Remained Active in the Same Agency During the Summer
Additional Pay earnings, Location Pay and Inconvenience Pay were ended at the end of the 2010-2011 contract.  Therefore, the agency must restart Location Pay and/or Inconvenience Pay on the Additional Pay page for all Contract Pay teachers who have not remained Active in the same agency or have a change effective the first day of the new contract date for that agency.

OSC will automatically calculate Location Pay and/or Inconvenience Pay, using the same calculation for 21P as the salary, 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-pay period, the teacher will be paid Additional Pay earnings for the entire pay 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 Contract Pay teachers not previously placed on the Salary Withholding Program, the Earn Code SWC (Salary Withholding Contract Pay) must be entered on the Additional Pay page 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 fifth (5th) pay period in the Earn End Date field.  The earnings will be automatically calculated and withheld until the pay 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 teachers with Pay Basis Code CAL, the Earn Code SWP must be used to place an employee on the Salary Withholding Program.

Reporting Time Entry Earnings (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 (CALs and 21Ps) 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.  Location Pay and Inconvenience Pay earnings must be included 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 Lump Sum Payment Override) on the Time Entry page and calculate the amount of the salary lump sum payment using the academic year method and the salary at the time of withholding or payment, whichever is higher

  • 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 the salary lump sum payment using the academic year method and the salary at the time of withholding or payment, whichever is higher.
  • 21P 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 withholding was higher than the salary at the time of payment.


Effective Date of Actions Reported: Beginning of Academic Year

CAL Teachers
All actions reported on the Job Action Request and Job Data pages, as well as all Location and Inconvenience Pay earnings reported on the Additional Pay page, must have an effective date of 9/1/11.  This includes New Hires, Rehires, Returns from Leave, Transfers, Position Changes, Data Changes, Terminations, etc.

21P Teachers

  • All actions reported on the Job Action Request and Job Data pages, as well as 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 (eg. 9/6/11).
  • 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.
  • The Contract Pay page will be automatically populated for all employees with the Pay Basis Code 21P who are Hired, Rehired, Concurrently Hired, or have a position change effective the first date of the agency’s academic year or later. Please refer to Payroll Bulletin No. 409 issued July 1, 2003.
  • The Contract Pay page will be automatically populated for all employees with the Pay Basis Code 21P who have remained Active in the same agency during the summer and have no change effective the first day of the agency’s academic year.

Teachers Not Returning in Fall 2011

The agency must terminate all teachers (Pay Basis Codes CAL, 21P or FEE) who will not be returning in the fall of 2011 by entering the action of TER on the Job Data page effective 9/1/11.

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 the fall of 2011, 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, complete a Position Data form requesting a change in Pay Basis Code effective 9/1/11.  E-mail the form to the Position Management mailbox. OSC will update the Position Data and Job Data pages effective 9/1/11 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 9/1/11.

CAL to 21P
When the teacher remains in the same agency, use one of the following procedures:

  • If the teacher stays in the same position, the agency must complete a Position Data form requesting a change in the Pay Basis Code effective 9/1/11 to stop the CAL payments from starting.  E-mail the form to the Position Management mailbox. OSC will update the Position Data and Job Data pages effective 9/1/11 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. The 21P payments will start when the begin date of the contract is reached.

If 9/1/11 is the beginning of the academic year, the Position Change will cause the contract to be automatically added; or

  • If the teacher moves to another position, the agency must request the action of POS on the Job Action Request page using 9/1/11 as the effective date to stop the CAL payments. The agency must set up a new contract on the Contract Pay page using the pre-determined academic year begin and end dates. If 9/1/11 is the beginning of the academic year, the Position Change will cause the contract to be automatically added.

Reporting Retroactive Changes in Pay Basis Code

Retroactive Changes in Pay Basis Code Entered After the Beginning of the Academic Year

21P to CAL

  • Effective 9/1/11, 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 on the existing position.
  • Since earnings on the Additional Pay page were ended when the 21P contract ended, agencies must restart the Additional Pay earnings effective 9/1/11.
  • If the change in Pay Basis Code is reported after Pay Period 12L is processed, submit RGS for all retroactive CAL earnings due from 9/1/11. An overpayment recovery must be submitted to recover any contract earnings.

CAL to 21P

  • If the employee has a Pay Basis Code of CAL:
    • Effective 9/1/11 in order to stop the CAL payments, request a Position Change to move the employee into a 21P position or send an e-mail to the Position Management mailbox to change the employee’s Pay Basis Code to 21P on the existing position.
    • If the academic contract year begins after 9/1/11, the agency must enter a contract on the Contract Pay page. If the academic year begins 9/1/11, the Position Change will cause the contract to be automatically added.
    • For earnings on the Additional Pay page, insert an end date of 8/31/11 to end the earnings, if necessary. The agency must then restart the earnings effective the beginning of the academic year.

Note: The pay basis code of the NYS Position must be the same as the budgeted position and must change accordingly.

    • Retroactive Processing will process an overpayment for the days between 9/1/11 and the beginning of the agency’s academic year; the contract pay process will automatically pay any retroactive money due.

Transferring Between Agencies -- Fall 2011

Agencies must use the following instructions when a teacher is transferring to another agency:

CAL to 21P
The former agency must terminate the CAL teacher effective 9/1/11.

The hiring agency must:

  • Rehire the 21P teacher effective the first day of the academic year.
  • Request a Pay Change effective the first day of the academic year.

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 9/1/11.

Pay Basis Code is 21P in Both Agencies
The hiring agency must request a transfer on the Transfer Request page using the first day of the academic year as the effective date.

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 9/1/11.

Note: For any movement from Institution to Administration pay cycles, the former agency must terminate the employee and the new agency must rehire the employee.

Work Schedule for CAL and 21P Teachers The work schedule for a CAL teacher must be YYYYYYY.

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 the Department of Civil Service.

General Deductions and Taxes

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. 821 issued May 23, 2008.   Agencies should also review the employee’s Federal, State and Local tax data pages to ensure the appropriate withholdings occur.


Questions

Questions about this Bulletin may be directed to the Payroll Earnings mailbox.