Purpose

To explain OSC and agency procedures for the use of the Non-Leap Year Salary Calculation.

Affected Employees

SUNY employees in salary grade 980 with a Pay Basis Code of CAL or CYF

Effective Date(s)

Effective 9/01/04, Pay Period 12L, checks dated 9/22/04

Background

In any fiscal year in which the extra day of February 29 does not occur, the biweekly salary calculation is changed to calculate the biweekly payment based on 365 days in that fiscal year. Since this fiscal year beginning 4/1/04 and ending 3/31/05 will not include the extra day in February, the salary calculation will be changed to reflect the Non-Leap Year Factor of .038356 effective 9/01/04 for CAL and CYF employees.

OSC Actions

Job Data

After payroll processing for Pay Period 12 is complete, OSC will automatically insert a row on the Job Data page effective 9/01/04 to change the salary factor calculation to the Non-Leap Year calculation for affected employees who do not already have an existing 9/01/04 row on the Job Data page. The Action/Reason PAY/FAC (Pay Rate Change/Factor Change) will be used.

Additional Pay

After payroll processing for Pay Period 12 is complete, OSC will insert a row on the Additional Pay page effective 9/01/04 to change the calculation to the Non-Leap Year calculation for all annual derived biweekly earnings, (such as ALR and CHS, etc.), provided a 9/01/04 row does not already exist.

Employees entitled to a full biweekly paycheck will receive their Regular Salary and all Annual Additional Earnings as follows:

Agency Actions

Time Entry

The agency must submit Time Entry transactions split by effective dates of pay periods. RGS and other override codes must be submitted using the appropriate calculation based on the effective date of the transaction.

Job Data

Rows inserted on the Job Data page will reflect the correct salary calculation based on the effective date of the action.

If a transaction is submitted after the automatic leap year process is complete in Pay Period 12 and the transaction has an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from Leave without Pay) prior to 9/01/04, the agency must submit a row for 9/01/04 if none exists, in addition to the original row, using the Action/Reason of PAY/FAC.

Additional Pay

Any rows inserted on the Additional Pay page will reflect the appropriate salary calculation based on the effective date.

If an employee is receiving an Annual Earnings on Additional Pay such as ALR or CHS, the system will calculate the entire pay period using the Non-Leap Year Factor. The agency must submit a negative adjustment on the Additional Pay page using the appropriate code for the difference between the Leap Year calculation and the Regular calculation for the six (6) days from 8/26/04 to 8/31/04.

If a transaction is submitted after the Non-Leap Year calculation has been updated and the transaction retroactively places an employee on an Annual Earnings (such as ALR, etc.) with an effective date prior to the change, the agency must submit a row for 9/01/04 if none exists on the Additional Pay page, in addition to the original effective dated row.

Questions

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