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Date: June 14, 2013

Bulletin Number: CU-466

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Subject

2013 CUNY Research Foundation Grant Payments for Summer Research

Purpose

To provide agency instructions for processing the 2013 CUNY Research Foundation Grant Payments for Summer Research

Affected Employees

Instructional staff in the City University of New York (CUNY) who meet the eligibility criteria.

Background

Pursuant to an Agreement between the City University of New York (CUNY) and the CUNY Research Foundation (CUNY RF), instructional staff members, who perform research work, receive payments that are reimbursed by the CUNY RF.  The work may be performed in any facility, but must be paid from the college where the employee is employed on a full-time basis.  The payments are processed through PayServ to facilitate crediting retirement service.

Effective Date(s)

Based on the Summer 2013 RF Summer Salaries – Semi-Monthly Certification and Paydate Deadlines schedule, payments may be submitted beginning with paychecks dated 07/11/13 and must be completed by paychecks dated 03/20/14.

Agency Actions

In order to process the Summer 2013 CUNY Research Foundation Grant Payments, agencies must be in receipt of the CUNY RF Payment Authorization Form and the Summer 2013 RF Summer Salaries – Semi-Monthly Certification and Paydate Deadlines schedule.

In addition, the CUNY University Payroll Systems and Operations office must provide to OSC for each of the pay dates included on the Semi-Monthly Certification and Paydate Deadlines schedule, prior to submission of the payment, the CUNY RF Authorization Form spreadsheet of eligible employees and amounts to be paid.

To make the Summer 2013 CUNY Research Foundation Grant Payment to eligible employees, agencies must submit the following information on the Additional Pay page using Earnings Code CGR (CUNY Grant Recipient).  For each new grant payment or additional amount that must be paid, insert a row at the Effective Date level of Earnings Code CGR and enter the following information.

Earnings Code:

CGR

Effective Date:

The first date of the pay period being processed

Annual Addl Earnings:

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

Goal Amount:

Same as Annual Addl Earnings so earnings are paid in a single payment

Goal Balance:

Leave blank

If the employee incurs an overpayment, the agency must take the following action.

  • If the employee is separated from State service in the full-time record, the agency must create an overpayment record in the full-time record on the Additional Pay page using Earnings Code Q13 to recover the overpayment from future earnings.
  • If the employee is separated from State service in the full-time record but is Active in another record, the agency must create an overpayment record in the Active record on the Additional Pay page using Earnings Code Q13 to recover the overpayment from future earnings.
  • If the employee is Active and receiving regular wages in the full-time record in which the grant payment was made, the agency must insert a row on the Additional Pay page at the Effective Date level of Earnings Code CGR and enter the following information.

Effective Date:

The first date of the pay period being processed

Annual Addl Earnings:

Total amount of overpayment (enter as a negative amount)

Goal Amount:

Same as Annual Addl Earnings (enter as a negative amount)

Goal Balance:

Leave blank



Retirement and Deduction Information

The grant payments are included as salary for retirement purposes and are subject to dues.

Payroll Register and Employee’s Paycheck/Advice

The Earnings Code CGR and the amount paid will be displayed on the Payroll Register.  The Earnings Description CUNY Grant Recipient and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding eligibility for this payment should be directed to the Director of University Payroll Systems and Operations.

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