|Date: July 22, 2004||Bulletin No. CU-207|
|Subject||Grant Payments for Summer Research|
|Purpose||To explain the procedures for processing summer payments for CUNY faculty who have been awarded a research grant.|
|Affected Employees||Full-time CUNY Instructional staff.|
Pursuant to an agreement between the City University of New York and the CUNY Research Foundation, certain professional staff will receive payments that will be reimbursed by the CUNY Research Foundation (CUNY RF) for research work performed. The payment is processed through the Payroll System to facilitate crediting retirement service. Work may be performed in any facility, but must be paid from the college where the employee is employed on a full - time basis and must be reported using the attached Summer Research Lag Payment Schedule.
The earnings are pensionable and subject to dues.
|Refer to the CUNY RF Payment Authorization Form and the Summer Research Lag Payment Schedule (attached) for initial check date.|
|OSC Actions||OSC has created the Earnings Code CGR (CUNY Grant Recipient) to be used for reporting these payments on the Additional Pay page. This Earnings Code will allow for earnings to be paid in a single or multiple payments.|
The agency must submit the CUNY RF Payment Authorization 2004 Summer Salary Awards Form prior to the submission of the payment. Any changes made after the initial award is established must be submitted to OSC on a subsequent report.
The agency must enter the Earnings Code CGR (CUNY Grant Recipient) on the Additional Pay page with the following information:
* If the submission deadline for this pay period has passed, use the first day of the next pay period to be processed.
In order to process the CGR payment, the agency must have the CUNY RF Payment Authorization Form and the Summer Research Lag Payment Schedule (Attachment).
For example: If the start date provided by the RF Payment Authorization Form is June 14, the first check will be July 22; and if the work completion date is August 14, the final check date is September 16. Since there are five paychecks between July 22 and September 16, the employee will be paid in five installments beginning with the check dated July 22. However, if the July 22 check has already been processed, the agency must determine, using the next available check date to be processed, the number of payments remaining.
|Examples of Changes to Grant Payments||
If an employee's Grant payment is increased or reduced and there is still money to be paid, the college must insert a new effective dated row to reflect the necessary changes in the Earnings and Goal Amount.
Note : The Goal Balance field must reflect the amount already paid.
An employee has a $10,000 Grant which was processed to be paid over five (5) pay periods at $2,000 per pay period. After three payments have been made (Goal Balance equals $6,000), the college is notified of an additional $5,000 Grant. The agency must insert a row effective the first day of the pay period in which the new Grant becomes effective (use the Summer Research Lag Payment Schedule) and:
The college must set up a negative Grant payment to reflect the amount overpaid. This Overpayment will be deducted from the employee's full-time regular salary.
An employee was awarded a $10,000 Grant and has been paid $6,000. The college is subsequently notified by the RF Payment Authorization Form that the Grant has been reduced to $5,000. The college must recover the $1,000 Overpayment from the employee's full-time regular earnings as follows:
The system will withhold the amount stated in the Earnings field each pay period until the Goal Amount has been reached.
Note : For employees who are Inactive, an Overpayment must be established and the OVP code used.
Questions regarding this bulletin may be directed to the University Manager of Payroll Systems and Operations at CUNY Central Office.