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Date: May 4, 2016

Bulletin Number: 1485

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Subject 2016 Summer Session Payments for Institution Teachers

Purpose To provide agency instructions for processing the 2016 Institution Teacher Summer Session Payments.

Affected Employees Teachers in the Professional, Scientific and Technical Services Unit – BU05 or designated management or confidential in BU06 who work Summer Session in 2016.

Effective Date(s) Beginning of Summer Session as determined by the facility.


Eligibility 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 position but will not be paid unless Summer Session is reported.
  • If the teacher is 21P, is not working Summer Session and will not return to work in the fall of 2016, 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 position and continue to be paid.


Agency Actions for 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 a transaction on the Time Entry page using Earnings Code SSH – Summer School Hours to report the number of hours worked.  The Earnings 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 Earnings Code SES – Summer Session.  The number of hours worked and the amount of the payment must be included.  The grade and salary must be entered in Time Entry Comments.
  • 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 a Pay Basis Code of HRY.  An hourly rate must be submitted using the Action 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 a Pay Basis Code of HRY using the Reason code 3MO (Three Month).  An hourly rate must be submitted using the Action Pay Change.  Agencies must report RGH in the time Entry page with the number of hours worked.

Retirement and Deduction 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.
  • 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.

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 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.
  • OSC will report service credit days for employees who are members of the New York State Employees’ Retirement System (Plan Type 7Y) and have a Payroll Status of Active or Leave with Pay.
  • 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.

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.

Back End Splits Agencies will have the option of doing back-end splits each pay period or changing the combination code at the Position Pool.  It is important to note that changing the combination 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 Termination/TER (Term) 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 2016 must be terminated at the end of the Summer Session.
  • A teacher who is appointed only for the summer Session and is not continuing in the fall of 2016 must be terminated at the end of the Summer Session.
  • A 21P teacher who works Summer Session in the same agency and is not continuing in the fall of 2016 must be terminated at the end of the Summer Session.
  • A CAL teacher who will not be continuing in the fall of 2016 must be terminated effective 09/01/16.

2016-2017 Academic Year All procedures for the 2016-2017 academic year will be provided in a future payroll bulletin.

Tax Information An Institution Teacher Summer Session Payment is taxable income, will be included in the employee’s taxable gross wages, and is subject to all employment and income taxes.

Questions Questions regarding eligibility or payment information may be directed to the Payroll Earnings mailbox.

Questions regarding deductions or direct deposit may be directed to the Payroll Deduction mailbox.