Payroll System Replacement Project

PaySr Bulletins - CUNY

Subject: Pay Rate Changes Bulletin No. CU61
Date: 5/18/99
Employees Affected:  CUNY Employees in Skilled Trade Titles (listed below)

Pay Rate Changes have been approved for employees in the following Skilled Trade titles. Refer to Eric Washington’s memos for rates and the effective dates of the increases.

Cement Mason
Electrician
Supervisor Electrician
Electrician Helper
High Pressure Plant Tender
Painter
Supervisor Painter
Roofer
Plasterer
Plumber
Plumber Helper
Supervisor Plumber
Thermostat Repairer
Supervisor Thermostat Repairer
Laborer Titles
Locksmith

The Office of the State Comptroller (OSC) will process the pay changes in Period 5C, May 20, 1999- June 2, 1999, checks dated June 3, 1999. OSC will automatically insert a Pay Change Row in the Job Data Record of all active employees in the above titles. Therefore, no agency action is required on the Job Action Request Panel. For each active employee, the agency is required to submit a breakdown of all rate changes in the General Comments Panel. Information entered on the General Comments Panel will be retained in PaySR for historical purposes.

For rate increases that are retroactive, OSC will automatically calculate a retroactive adjustment for all regular hours paid in PaySR. The agency must submit the retroactive adjustment for all regular hours paid in the legacy system. To process the adjustment for hours paid in the legacy system, the agency must enter the earnings code ADJ on the Time Entry Panel, use the current pay period dates, enter the total amount of the pre-PaySR adjustment for regular hours, and enter the actual adjustment dates in comments. Do not include the adjustment for miscellaneous earnings. The agency must submit to OSC a listing (identifying employee by Empl ID) that shows a breakdown of the calculation for each employee.

Miscellaneous Payments

Miscellaneous payments submitted in Period 5C for earnings codes that are automatically calculated by PaySR will be calculated using the new rates.

Retroactive adjustments for miscellaneous payments (overtime, holiday pay, etc.) paid in both legacy and PaySR must be calculated by the agency. These adjustments may be submitted in Period 6C, June 3, 1999 - June 16, 1999, checks dated June 17, 1999. The agency must enter the earnings code ADJ on the Time Entry Panel, use the current pay period dates, and enter the total amount of the adjustment for all miscellaneous earnings paid in both legacy and PaySR. The agency must submit to OSC a listing (identifying employee by Empl ID) that shows a breakdown of the calculation for each employee.

INACTIVE SKILLED TRADE EMPLOYEES

In Period 6C, agencies may submit pay changes and retroactive adjustments for inactive employees in the above titles. All adjustments must be paid on the 70XX4 payroll. Agencies are not required to request pay changes on the Job Action Request Panel for these employees; all Pay Changes must be reported in the General Comments Panel. Agencies must calculate retroactive adjustments for all regular hours and miscellaneous earnings paid in both the legacy and PaySR systems. The total adjustment must be reported in the Time Entry Panel using the earnings code ADJ and current pay period dates. In the comments on the Time Entry Panel, the agency must enter the statement "Refer to General Comments Panel for Rate Changes."

Inactive Skilled Trade Employees Converted to PaySR on the 70XX4 Payroll

The agency must report the pay changes and adjustments using the procedures stated in the paragraph above.

Inactive Skilled Trade Employees Converted to PaySR on the 70XX0 Payroll

Before the agency may report the pay changes on the General Comments Panel and ADJ in the Time Entry Panel, the agency must enter a REHIRE action on the Rehire Panel (NOTE: Do not rehire directly on the Job Data Panel). The effective date of the Rehire must be the same date as the effective date on the employee’s conversion row. The agency must rehire the employee into a position on the 70XX4 payroll. The following day, the agency may enter the adjustment on the Time Entry Panel and the pay changes on the General Comments Panel. After the adjustment and pay changes have been entered, the agency must insert a row on the employee’s Job Data Record, using the same effective date as the rehire, to terminate the employee. The Action/Reason of TERM/TER must be entered.

Inactive Skilled Trade Employees Having No Record in PaySR

The agency must report a Hire action for all inactive employees who were paid in the legacy system and not converted to PaySR. The effective date of the Hire action must be the first day of the current pay period. The following day, the agency may enter the adjustment on the Time Entry Panel using the current pay period dates. The agency must then enter the Pay Changes on the General Comments Panel. After the adjustment and Pay Changes have been entered, the agency must insert a row on the employee’s Job Data Record, using the current pay period begin date, to terminate the employee. The Action/Reason of TERM/TER must be entered.

NOTE: IF THE AGENCY HAS AN INACTIVE EMPLOYEE THAT DOES NOT FALL INTO ANY OF THE ABOVE CATEGORIES, CONTACT OSC FOR HELP.

TAXES

Taxes will be calculated using the annualized tax method unless fixed taxes are entered into the Employee Tax Data Panels (Federal, State, and Local). Effective immediately, the agency may enter fixed taxes for Period 5C. Taxes for Period 6C must be entered between May 28, 1999 and June 4, 1999. Taxes for Period 7C must be entered between June 11, 1999 and June 18, 1999. It is important the agency adhere to these dates as PaySR calculates taxes based on the last row on the Tax Data Panel when processing paychecks. If the tax information intended for a subsequent pay period is entered too soon, it supercedes the tax information intended for the current pay period. The agency is responsible for changing the fixed taxes back to the regular tax routine in the pay period normal taxes should be taken.

A new Rate Chart will be faxed to agencies reflecting the increased rates.

Questions regarding this bulletin may be directed to the University Manager of Payroll Systems and Operations at CUNY Central Office.