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Date: December 10, 2012

Bulletin Number: CU-456

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Subject

CUNY Executive Compensation Program(ECP) Vacation Exchange Program

Purpose

To inform agencies of a new Time Entry code and to provide instructions for payment of the CUNY ECP Vacation Exchange Program.

Affected Employees

ECP employees who meet the eligibility requirements described below.

Effective Date(s)

Payment will be included in the employee’s regular paycheck or direct deposit advice dated 12/13/12, Pay Period 17L/18C.

Background

Section 12.2 of the Terms and Conditions of Employment for Staff in the Executive Compensation Program provides for Executive Compensation (ECP) staff members to exchange up to five (5) days accrued leave for an equivalent amount of cash, payable at the rate of pay on the preceding October 1. 

Eligibility and Payment Information

The 2012 CUNY ECP Vacation Exchange payment is calculated based on the employees annual salary (not including any additional salary factors) in effect on 10/01/12.

In order to be eligible for the payment the employee must meet the following requirements:

  • Must be an ECP employee at some point during the election period of 05/01/12-07/31/12
  • Employee must have at least 35 annual leave days at the time of election
  • Employees may exchange between 1 and 5 days of accrued leave (whole days only)

If an otherwise eligible employee is inactive, employee status retired or terminated, on 10/1/12, the CUNY ECP Vacation Exchange payment is based on the salary (not including additional salary factors) in effect on the last day prior to 10/01/12 that the employee was last paid.

OSC Actions

OSC has created the following new Time Entry code to be used to pay the CUNY ECP Vacation Exchange Program:

EVE – ECP Vacation Exchange CUNY

Agency Actions

Agencies must enter the following information on the Time Entry page to pay the CUNY ECP Vacation Exchange:

Earn Code:

EVE

Earnings Begin Date:

10/01/12 or the last day the employee was in Active status in an ECP position during eligibility period.

Earnings End Date:

Same as Earnings Begin Date

Days

Enter the number of days of Vacation Exchange


Miscellaneous Payment Information

The CUNY ECP Vacation Exchange payment is pensionable and is not included in the calculation of overtime.

Deductions for Inactive Employees

All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:

Code

           Narrative

406

Strike/Discip Fine

409

CUNY Disciplinary Fine

425

Repay State Loans/Debt

426

Higher Ed Repay State Loan

445
582
         GARNSH
603
604

HC Flexible Spending
CUNY SS/Med Deficiency 
Garnishment
TIAA Before Tax Arrears
TIAA After Tax Arrears


Undeliverable Paychecks

If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.

Payroll Register and Employee’s Paycheck/ Advice

The Earn Code EVE and the amount paid will be displayed on the payroll register.  The earnings description “ECP Vacation Exchange CUNY” and the payment amount will appear on the employee’s paycheck stub or direct deposit advice.

Tax Information

The CUNY ECP Vacation Exchange payment is taxable income and will be included in the employee’s taxable gross wages and is subject to all employment and income taxes.

Questions

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