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Date: May 23, 2012

Bulletin Number: CU-445

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Subject

2012 CUNY Research Foundation (CUNY RF) Grant Payments for Summer Research

Purpose

To explain the procedures for processing payments for CUNY faculty who have been awarded a summer research grant.

Affected Employees

Full-time CUNY instructional staff.

Effective Date(s)

Agencies should refer to the CUNY RF Payment Authorization Form and the Summer Research Lag Payment Schedule for paycheck dates.

Background

Pursuant to an agreement between the City University of New York (CUNY) and the CUNY Research Foundation (CUNY RF), certain instructional staff will receive payments that will be reimbursed by the CUNY Research Foundation 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.

Agency Actions

CUNY University Payroll Operations must submit the CUNY RF Payment Authorization 2012 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:

Earnings Code:

CGR

Effective Date:

The first day of the pay period in which the payments will commence using the Summer Research Lag Payment Schedule.

Earnings:

Amount to be paid.

Goal Amount :

Total of the grant(s) to be paid per CUNY RF Payment Authorization Form.

Goal Balance:

Leave blank.

In order to process the CGR payment, the agency must have theCUNY RF Payment Authorization Form and the Summer Research Lag Payment Schedule.

  • Earnings are to be paid in a single payment, therefore Earnings and Goal Amount must be equal.
  • If the grant has been paid in full and a new grant payment is to be processed, enter a new effective dated row, using the Summer Research Lag Payment Schedule to determine the effective date.  The agency must enter the new Earnings and Goal Amount as required. The Goal Balance must be left blank.
  • If the employee incurs an overpayment and the employee remains Active and receiving regular wages, the agency must insert a new effective dated row in the CGR earnings and enter a minus amount in the Earnings and Goal Amount fields as needed to recover the overpayment.  The overpayment will be recovered from the employee’s regular paycheck.  The Goal Balance must be left blank.
  • If the employee is Inactive and it is determined that the employee is due a new award or an additional amount, the agency must insert a new effective dated row using the Earn Code CGR and refer to the Summer Research Lag Payment Schedule to determine the pay period effective date.
  • If the employee is separated from State service in the full-time record and it is determined that the employee is overpaid, the agency must enter a Q12 on the full-time record to recover the overpayment from future earnings. Exception:  If the employee is Active in another record, set up a Q12 in the Active record.

OSC will only accept CGR spreadsheets that are sent by University Payroll Operations.

Questions Questions about this Bulletin may be emailed to the Payroll Earnings mailbox